HOA Board Meeting Schedule | Minutes

 

 

2019
The Villages at Sleepy Hollow Homeowner's Association, Inc.

Board Of Directors HOA Meeting Schedule

 
March 11, 2019
           Annual Meeting
 [Registration 6:00 p.m. - 6:30 p.m.] 
May 6, 2019   
    
July 15, 2019 
October 7, 2019              Budget Meeting

 

Unless notified otherwise, all meetings commence at 6:30 p.m. and are held at:

Cross Pointe Church of the Nazarene
27765 Nanticoke Road
Salisbury, MD 21801

All members of the community are encouraged to attend meetings.


 
Board of Director's HOA Meeting Minutes 
 

 2019

   

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 6, 2019

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:37 p.m.

 

Directors in Attendance:

Robert Holland (President), Karon Dennis (Secretary) and Sue Revelle (At-Large Board Member). Absent: Cheryl Brophy (Vice President).

· Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

· Jarvis Cain, Barbara Powell, Judi Jones, Roland Landon, Nancy White, Lorrie Dollar and Cathy Jennings. [7 present]

 

President’s Report:

· Board of Directors – Officer Appointments: Robert announced that the board members elected to remain in their former positions with the addition of Cheryl Brophy assuming the role of Vice President for 2019. He also promoted volunteer opportunities on the board and/or committees that interest the members where they feel they can make a difference.

· Irrigation and Lawn Services: Our contract with Legendary Landscape ends this year. A Request for Bid/Proposal (RFBP) has been prepared and sent to four (4) local lawn maintenance contractors (includes Legendary) soliciting bids for services to perform the lawn/grounds maintenance and irrigation system management/maintenance for the HOA. The RFBP carries a deadline to submit their proposal for review and consideration. Any member interested in knowing who the RFBP was mailed to can contact Robert or the HOA phone/email and request a copy of the contractor’s list. Otherwise, a status report of the results from each prospective contractor will be provided at the next Board of Director’s meeting.

· Vehicle Parking: A complaint has been received regarding parking commercial vehicles on the streets in the community. The board referred the homeowner to the City of Salisbury and reminds everyone that there is a city code/ordinance against parking certain vehicles in residentially zoned areas. The City of Salisbury Police Department will enforce those who violate the municipal code. [Refer to Salisbury MD Charter & Municipal Codes, Title 10, Section 10.32.040]

· Signage in the Community: Many homeowners have been making improvements to their property (construction, power washing, etc.) and their contractor may have placed a sign in their yard advertising their work. The By-Laws prohibit displaying signs, however, no one will say anything while the work is being done. If the yard sign is displayed weeks after the work has been completed, please remove it in order to be in compliance with the HOA regulations. [Refer to Declaration of Covenants, Conditions and Restrictions (CC&Rs), Article VIII – Rules and Regulations, Section 6. Signs]

· Community Yard Sale: The spring yard sale was held last Saturday. The next event in the fall is set for October 5th; Rain Date October 12th.

 

Vice President’s Report:

Architectural Review Board (ARB) Report

· Proposal(s) Submitted Since March BOD Meeting: In Cheryl’s absence, Robert reported that there were two (2) proposals submitted for review by the ARB Committee since the last report provided on March 11, 2019.

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

1.

12/14/2018

3/02/2019

6067 Tarry Town Rd

Ø 12 x 18 Shed

Reported in March meeting

2.

4/11/2019

4/15/2019

6013 Bell Creek

Ø Trellis

3

o Action Item: Cheryl will be contacting the members soon who expressed interest in joining the ARB Committee.

· Social Committee: Cheryl and Sue are working on ideas for a summer community event to bring neighbors together for fun and relaxation. Suggestions are welcome! More to come on what is planned and how you can help volunteer.


Secretary’s Report:

· March Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated March 11, 2019, as circulated. Motion was seconded by Robert and stand approved as written.

o Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

· Community Bulletin Board: The newly erected bulletin board, located on the back side of the Clocktower on Sleepy Hollow Circle, was recently “dressed” with the 2019 HOA BOD meeting schedule, minutes and miscellaneous postings. In addition to the Website, members can access notices and information at this location.

 

Treasurer’s Report:

· Monthly Report: The Balance Sheet as of May 6th showed combined assets in our checking and savings accounts at $318,346.41 (Bank of Delmarva [checking] $443.45; Money Market Bank of Delmarva [operating account] $115,090.39; Reserve Fund CD at First Shore Federal $130,254.99 and Reserve Fund [checking] at Bank of Delmarva $72,557.58). With an accounts receivable adjustment (-$65.31), the Total Current Assets are $318,281.10.

· Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – May 6, 2019) delivered to the Board reflected Total Income ($152,862.40) and Total Expenses ($47,745.53), with a Net Income in our working fund at $105,116.87.

· Delinquency Report: A total of five (5) homeowners who had not paid their 2019 HOA assessment were sent to the collection agency. Before the agency commenced processing the accounts for non-payment, two (2) homeowner’s fees were received by the HOA. To date, there are three (3) outstanding unpaid assessments. NOTE: The foreclosed property on Hessian Way is not included in the unpaid assessment count.

 

Committee Reports:

· Welcome Committee: Sue reported that there are two (2) visitations open and one (1) new neighbor that has just moved in that will be assigned to a committee member to visit and leave a welcome gift/pamphlet.

o Action Item: Karon to provide Ms. Powell, Committee Member, with the correct house number for the new resident at Fuller Lane. COMPLETED 05-07-19

 

Unfinished Business:

· Irrigation and Lawn Service Guidelines: An updated guidelines document was forwarded to all members via email on May 2, 2019. Currently, the irrigation system is not on.

o Action Item: Karon committed to send a global email notification when the system is activated for the 2019 season.

Future changes to the schedule will be communicated via the Website, community bulletin board and NextDoor.com, per the published guidelines. An HOA liaison has not yet been assigned; awaiting a response/decision from a member who volunteered at the annual meeting.

 

New Business:

· NEW BUILD Construction: Martin & Associates have started home construction on two lots in the community. He has also informed the board that he has sold several lots to another builder. There were 19 vacant lots: 1 home has been completed (Tarry Town), 2 are currently under construction (Cross Creek & Bell Creek) leaving 16 remaining vacant lots. Martin has reviewed the plans for the one (1) sold lot on Cross Creek (Lot #18) and reported it is very comparable to the neighborhood. Sub-division plans will be followed by the builder/contractor. Martin will be providing the board with information on the other lots as they move forward.

· Common Area Swale Project: Pond #4 on Bell Creek & Cross Creek towards the farm has some issues that need to be addressed. The Landscaping Committee has taken pictures and plan to secure bids from two contractors on the work that needs to be done.

· Fallen Tree: A Leyland cypress tree fell behind 6031 Fire Fly recently. Adams Tree Service responded quickly to remove it from the premises/common area.

 

Open Discussion: Homeowner’s Concerns/Comments:

Concerns on Upkeep of Property. The Board acknowledged receipt of concerns submitted about the lack of upkeep of surrounding yards. The issue was forwarded to the ARB Committee. The Committee Chairperson (Cheryl) will be in contact with the homeowner about how their concerns will be addressed.

 

City Surveillance of Property: It was reported in the March 2019 Annual Meeting Minutes that city personnel would be travelling through the community and siting properties that are in violation of code ordinances (moss growing on siding, etc.). This action was completed and several citations were posted. Homeowners have a specific timeframe to correct the violation before a fine is assessed. NOTE: This action is taken independently by the city with no influence or requests by the HOA membership or HOA Board.

 

Landscaper Query: The landscaper mulched the front of my property (Tappan Lane), but did not do anything to the back of my home. Is that the way it is supposed to be? The HOA Landscaper is only required to mulch the front of the home, what they refer to as “existing beds.” In addition, they are required to edge and prune the front lawn. Anything outside of that is a “homeowner add.” You can contract with them or hire another landscaper to perform that work.

 

· Meeting adjourned at 7:25 p.m.

 

· Next Meeting: The Board of Directors is scheduled to meet on July 15, 2019 at 6:30 p.m.

 

Minutes submitted by Secretary, Karon Dennis

“DRAFT” watermark denotes Unapproved Meeting Minutes

  

 

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 11, 2019

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

 

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:21 p.m.

 

Directors in Attendance:

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large) and Cheryl Brophy (Member Non-Age).

· Quorum present? Yes

 

Robert acknowledged the Directors in attendance.

The membership was invited to attend the meeting. One member was present: Joyce Holland.

 

President’s Report:

· Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2019 - 2020. The Board votes to designate officer positions – President, Vice President, Secretary, and Treasurer – at the first meeting of the new board. We currently have four (4) board members. No nominations were offered prior to or during the Annual Meeting. Incumbent Sue Revelle ran unopposed. The Board Members agreed to positions for 2019 – 2020 as outlined below.

2019 Officers

President

Robert Holland

Vice President

Cheryl Brophy

Treasurer (Acting)

Robert Holland

Secretary

Karon Dennis

 

Secretary’s Report:

· Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Cheryl and seconded by Sue, to approve the minutes from the November 5, 2018 meeting with amendments to correct the date of the Spring Yard Sale as being Saturday, May 4th, with a rain date of May 11th.

o Action Item: Karon to redistribute the amended/approved minutes to all the Board Members and update the Website.

 

Treasurer’s Report:

· Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 11, 2019) delivered to the Board under separate cover reflected Total Income ($145,298.89) and Total Expenses ($25,354.61).

· Monthly Report: The Balance Sheet as of March 11th showed combined assets in our checking and savings accounts at $333,211.92 (Bank of Delmarva [checking] $977.38; Money Market Bank of Delmarva [operating account] $130,716.04; Reserve Fund CD at First Shore Federal $128,972.06 and Reserve Fund [checking] at Bank of Delmarva $72,546.44).

· The meeting was adjourned at 7:34 p.m.

· The next scheduled Board of Director’s meeting is May 6, 2019.

 

Minutes submitted by Secretary, Karon Dennis

 APPROVEDwatermark denotes Meeting Minutes approved on 6-May, 2019

 

2018

 

Board of Directors Meeting Minutes
The Villages at Sleepy Hollow Homeowner’s Association, Inc.

November 5, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:32 p.m.

 

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

·       Quorum present? Yes

·       Announcement of New Board Member: Robert announced that Cheryl Brophy has volunteered to take the Non-Age Restricted seat on the board, with a term expiration of 2020. The Board welcomes her expertise and community service experience. [After this announcement, Cheryl joined the other board members at the front table.]

 

Robert welcomed the Homeowners in attendance:

·       Kathy Walker, Jarvis Cain, Anthony Santoni and Gail Fykes. [4 present]

 

President’s Report:

·       Irrigation and Lawn Services: (a) Lawn care services, except for weeds, is pretty much done for the year, including the irrigation. Anticipate a lot of changes by the next irrigation cycle. (b) Outstanding fall work is tree trimming, scheduled on the contract for November. (c) Richard took the floor to convey his feelings regarding Legendary’s performance over the last several months, specifically in regard to the irrigation system. He advocated that we need to take action in two parts

1.     Prepare a community document on how the irrigation system works. Form a small working group (comprised of members from the Age-Restricted and Non-Age Restricted areas) to briefly define the use of the irrigation system, who is in charge of the system/what are their responsibilities how and to whom issues are reported, develop and communicate a clear policy on what the system is used for, who it is for, when people can expect the system will be operated efficiently, fertilizing and/or reseeding lawns to take advantage of system run-time.

§ Timeframe for completion: Rules and regulations must be communicated prior to next year’s lawn cycle period – March 2019.

2.     Form a Committee to work on securing bid proposals for a 2020 Lawn Maintenance Contractor. Includes preparation of a Request for Proposal (RFP), identifying local contractors, forwarding RFP, reviewing responses and making a recommendation to the Board. The current Legendary Landscape contract expires on 29-February, 2020. 

§ Timeframe for completion of task: We are required to have the new 2020 contract finalized by September, 2019 so that the 2020 HOA annual assessment fees can be calculated.

o   Action Item: Actively seeking persons for the Landscaping Committee during the winter months to help with these two initiatives.

·       Holiday Caroling Event: Gail Fykes, Committee Chairperson, announced that this year’s caroling event is set for Sunday, December 9th. Committee members are Linda Meyer and Kathie Robinson. Looking for adults and young people to participate in the event so that we can have two groups to sing for each area in the community (Age-Restricted and Non-Age Restricted). All interested singers can contact Gail at 410-546-9040 ~ No Auditions Required!

o   Action Item: Hope to have notice of social event sent via email blast before Thanksgiving.

 

Vice President’s Report:

Architectural Review Board (ARB) Report

·       Proposal(s) Submitted Since October BOD Meeting: Richard reported that there two (2) proposals submitted for review by the ARB Committee since the last report provided on October 8, 2018.

 

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

1.

10/08/2018

Denied 10/16/2018

5967 Tappan Lane

Ø Paint shutters/door different color on cottage home

Ø Contingency approval if adjoining home also changes their color 

7

2.

10/16/2018

10/16/2018

6025 Fire Fly Drive

Ø New screened porch

1

·       HOA Phone Line: Richard reported in the last 28 days we received four (4) phone calls: Three (3) dealt with the irrigation system and one (1) question regarding the lot size of their property.

 

Secretary’s Report:

·       October Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Richard to approve the Draft of the minutes dated October 8, 2018, as circulated. Motion was seconded by Sue and stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – November 5, 2018) delivered to the Board reflected Total Income ($158,561.37) and Total Expenses ($110,712.77), with a Net Income in our working fund at $447,848.60. 

·       Monthly Report:  The Balance Sheet as of November 5th showed combined assets in our checking and savings accounts at $245,629.76 (Bank of Delmarva [checking] $10,161.09; Money Market Bank of Delmarva [operating account] $77,469.93; Reserve Fund CD at First Shore Federal $128,972.06 and Reserve Fund [checking] at Bank of Delmarva $29,026.68). 

·       Yearly Budget Comparison: Mr. Tony Santoni prepared a document showing the 2018 versus 2019 budget line items for the Board’s review. Robert and Richard extended the Board’s appreciation and gratitude to Mr. Santoni for his contribution of time and effort to provide this detail. We will look at including a similar supplemental at the next year’s budget review meeting.

 

Committee Reports:

·       Welcome Committee – Flag Display:  Sue reported that the committee has scheduled the week of November 5th to put out the flag display to commemorate Veteran’s Day. This will allow the committee to determine how many flags are available and their condition. A report will follow on whether we need replacements along with the cost, if any, that may be involved. Suzanne Alexander will be assisting Sue in the placement of the flags in the community.

 
Unfinished Business:

·       Mallard Ducks Over-Population: [This is different from the previously reported goose issue.] The population of mallard ducks has increased from four to 40+ as a result of feeding by individuals in the neighborhood. If the food supply remains reliable and adequate for all the ducks over a long period of time, the population can increase from year to year and the birds will become increasingly sedentary. The population of birds on a pond and the food supply are very closely linked. More food means more mallards. Geese are protected birds, but ducks are not. The Board needs to look into how to handle the feeding issue and what steps/costs are involved in relocating the ducks.

·       2019 Community Yard Sales: The event dates will be posted on our Website, Nextdoor and advertised in the local newspaper.

 

2019 Community Yard Sale

 

Rain Date

o   Spring Amended

May 5 4

May 12 11

o   Fall

October 5

October 12

 ·       Storm Water Management System | Pond #1 Drainage: The Board will be reviewing shortly the cost estimates for the replacement of the grate rack at Bell Creek | Tarry Town.

·       Common Area Swale Project: Work on the swale drainage issue on the common area behind 28080 Van Tassel which was postponed in July due to the contractor’s schedule and prevailing weather conditions, was completed the week of October 29th

 

New Business:

·       Clocktower Painting:  Upper vents on the Clocktower are in the process of being painted; work was delayed due to the discovery of wasp nests. Painting will reconvene after the nests are sprayed.

·       Parking on Vacant Lots: A lot on Tarry Town has been used for the parking of trailers, boats, and company vehicles. The owner of the lot, William Martin, personally contacted the people involved to tell them no one has permission to park on his property.


 

Open Discussion: Homeowner’s Concerns/Comments

Seeking Bookkeeper | Treasurer for the Board. Richard spoke to the membership about a concern – we should be more assertive in securing someone to perform the Treasurer | Bookkeeping duties on the Board. Our President has performed duties of President, Treasurer and Liaison to Legendary for over a year – it’s too much to ask of one person. We need to find someone with financial or booking knowledge to become Treasurer/Bookkeeper and relieve Robert of this burden. If someone in the community would come forward and offer what they may be able to perform, the Board would take their offer seriously.  

o   Action Item: Board Treasurer | Bookkeeper recruitment

 

HOMEOWNER’S ASSOCIATION TREASURER

The Villages at Sleepy Hollow Homeowner’s Association (HOA) seeks a homeowner willing to perform the duties of the Board Treasurer to handle the HOA books in the management of 175 properties.  Responsibilities include Accounts Payable, Accounts Receivable and monthly financial statements.  Organizational and detail-oriented skills are a must.  Computer skills in programs such as Microsoft Office (Word, Excel, & Outlook) desired.  Knowledge of QuickBooks Pro required.  Please respond to sleepyhollowmd@outlook.com or mail the HOA. 

The Village at Sleepy Hollow HOA, Inc.

P. O. Box 5004

Salisbury, MD 21802

410-430-9544


 

·       Meeting adjourned at 7:20 p.m.

 

·       Next Meeting: The Board of Directors is scheduled to meet on March 11, 2019 (Annual Meeting)

  

 

Minutes submitted by Secretary, Karon Dennis

APPROVEDwatermark denotes Meeting Minutes approved on 11-March, 2019 as amended

 
 
Board of Directors Meeting Minutes
The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 8, 2018

Meeting Location: Cross Pointe Church of the Nazarene



_____________________________________________________________________________________________________________



The meeting was called to order by the President, Robert Holland, at 6:30 p.m. 


Directors in Attendance:                                            

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).


·       Quorum present? Yes



Robert welcomed the Homeowners in attendance:


·       Jarvis Cain, Jane Long, Donna Brown, Harold Brown, Dottie Butler, Barbara Powell, Judith Jones, M. J. Palmero, Evan Lane, Roland Landon, Kathy Walker and Tony Santoni. [12 present]


President’s Report:


·       Irrigation and Lawn Services: (a) Lawn care services going along well as we move into the fall season. A few reports were received regarding damage during a recent cutting as a result utilizing a heavy piece of equipment on wet grounds. These issues were investigated by Lawn Committee members and Legendary took steps to correct the homeowner’s concerns. (b) The Board expected to receive an updated irrigation schedule from our landscaper today, however, they were not on property. As soon as the schedule is known, a notice will be placed on NextDoor.com and the HOA Website. Questions regarding irrigation from members present were deferred until later in the meeting so that we could complete the agenda business items.  (c) For a quick response and tracking purposes, the Board continues to appreciate homeowners reporting lawn and irrigation issues through the link on the Website. 


·       Community Yard Sale: The fall yard sale held on September 29th was believed to be a success for those who participated. Next year’s spring and fall yard sale schedule will be reported once the dates have been determined.


·       Proposed 2019 Budget: The proposed budget was passed out to the attendees for their review. See section titled New Business for discussion points, etc. regarding said subject.



Vice President’s Report:


Architectural Review Board (ARB) Report


·       Proposal(s) Submitted Since March BOD Meeting: One (1). Richard reported that there one proposal submitted for review by the ARB Committee since the last report provided on July 16, 2018.


 

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

1.

7/29/2018

7/29/2018

5999 Bell Creek

Ø Front Entrance Handrails

1


·       Social Committee: Richard reported that “Ice Cream Social” held on August 26th was once again a fun event for the community. There was a total of 67 residents who enjoyed the activities. Expenses for the event came under budget. As Chairman, he expressed his thanks to Committee Members Dottie Harris, Cathy Jennings, Peggy and John Duke, Cheryl and Bill Brophy, Robert Holland and Kathy Walker. Recognition was also given to Chad Crockett for the use, set-up and tear-down of two very large tents and Karon Dennis for communications.


·       Social Committee Chairman Resignation: Robert announced that Richard is stepping down as the Social Committee Chairman after performing the duties for the past three years. 


·       Speaking on behalf of Gail Fykes, Karon reported that Mrs. Fykes would like to Chair a caroling event in December. After a motion made by Sue and seconded by Karon, the Board approved the event and confirm her appointment to chair the “3rd Annual Caroling Event.” We look forward to her report on the scheduled activity at next month’s Board of Director’s meeting.


Secretary’s Report:


·       July Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Richard to approve the Draft of the minutes dated July 16, 2018, as circulated. Motion was seconded by Sue and stand approved as written.


o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.


Treasurer’s Report:


·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – October 8, 2018) delivered to the Board reflected Total Income ($158,543.11) and Total Expenses ($110,376.99), with a Net Income in our working fund at $48,166.12. 


·       Monthly Report:  The Balance Sheet as of October 8th showed combined assets in our checking and savings accounts at $245,947.28 (Bank of Delmarva [checking] $425.02; Money Market Bank of Delmarva [operating account] $77,929.86; Reserve Fund CD at First Shore Federal $128,972.06 and Reserve Fund [checking] at Bank of Delmarva $38,620.34). 


·       Delinquency Report: At the implementation of the Collection Policy (April), we had 11 delinquent accounts and 2 properties in foreclosure. Current status of the outstanding accounts follow: 


Number of Accounts

Status of Delinquency

FORECLOSURE

 

·       One (1)

Ø Received notice of Foreclosure sale set for September 25, 2018; Awaiting final results  

DELINQUENT ACCOUNTS

 

·       Two (2) Collection Accounts

Ø Being processed for court action



Committee Reports:


·       Welcome Committee: (a) Sue reported that the Welcome Committee has contacted all but 1 new residents; delivery of welcome letter/gift are still pending. (b) Complimentary copies of the 2018-2019 Maryland’s Lower Eastern Shore Directory of Services were available to attendees. The directory is published by MACINC.org. (c) Mrs. Kathleen Walker provided a flyer and spoke about the upcoming MAC (Managing Active Citizens) Festival of Wreaths on November 29th. Create a holiday wreath and enter into the contest in four categories (1st place - $100 each category) and Best in Show ($200). Ribbons will be awarded 2nd place in each category. For more information, call MAC, Inc. at 410-742-0505.


·       Anyone interested in participating in the Welcome Committee or Social Committee groups are asked to call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email sleepyhollowmd@outlook.com.


Unfinished Business:


·       Damaged Common Area Tree: A vehicle hit and destroyed one of the musclewood trees along Sleepy Hollow Drive last November 2017. The Board contacted the driver who agreed to pay for the damage. After many subsequent follow-ups, we are pleased to report that we received an insurance check to cover the reimbursement for tree removal and replacement ($375). Note: The tree was not on the original City approved plan and therefore was not replaced.


·       Storm Water Management System | Pond #1 Drainage: The Board continues its investigation for a lower grate profile that would be esthetically attractive but still allow the passage of water during excessive rain. We are awaiting cost/installation quotations on several profiles. Homeowners affected by the replacement of the grate on (Bell Creek, Tarry Town) will be notified prior to any replacement/construction effort.


·       Goose Over-Population Update: Questions arose in the previous Board Meeting regarding the resident goose population. Geese destroy crops, lawns and leaving their droppings. More importantly, they pollute the storm water ponds to the point that the ponds will no longer function as designed resulting in repair costs to the HOA. No action is being taken at this time, however, at some point we will need to address these concerns and find a suitable resolution.


New Business:


·       Proposed 2019 Budget: Robert reviewed next year’s budget, highlighting the changes from 2018 versus 2019: (a) slight increases in General Expense line items Audit, Insurance-Liability and Bond, and Meeting Room Rental. (b) The increase in the number of homes in the Non-Age Restricted Area from 84 to 85 also affected the calculation for dues assessment for 2019 [New build on Tarry Town Rd connected to the HOA well and irrigation system.]


o   What does the $260 Legal Fees include? We have a lawyer on retainer (no cost) to address any legal action that may arise. The expense would cover legal and collections costs depending on the collection strategy that is used. 


Assessment comparison from 2018 versus 2019 reflects no change to the Age Restricted and $1 reduction to the Non-Age Restricted assessment


Dues Assessment

2018

2019

Age Restricted (90 homes)

$1,337

$1,337

Non-Age Restricted (85 homes)

$   393

$   392


A motion was made by Sue to accept the budget. Motion was seconded by Richard. The Board voted and unanimously approved the 2019 Budget as presented.


Open Discussion: Homeowner’s Concerns/Comments


·       Many homeowners in the Non-Age Restricted area work on fall and spring seeding of their lawns. To protect their investment, it is imperative that their lawns be watered regularly.  The irrigation system has been off – do we have a schedule when it will be turned on again? We were expecting to receive an updated scheduled from Legendary today, however, they were not on property. As soon as the community-wide schedule is available, it will be published on Nextdoor.com and the HOA Website. Any concerns or questions concerning the system and/or schedule can be directed through the Lawn Maintenance link on the HOA Website.


·       Legendary didn’t cut the grass today—the schedule to have my lawn reseeded was contingent on the grass being cut. Now my work is delayed. The preceding week, the cutting of grass was pushed to Tuesday because the grounds were too wet. We can assume that Legendary’s schedule was adjusted this week as a result of this push; and should expect the weekly cutting will be completed tomorrow.


·       Request was made to have the Welcome Committee take over the flag display in the community when honoring our Veterans. This would also include flag replacement of damaged pieces. Sue will meet with Jane Long and put together a written report of the task and cost for flag replacement. The report will be presented at the next Board of Directors meeting. It was surmised that the minimal ongoing flag replacement cost could be charged against Community Events.


·       Does the board follow Robert’s Rules at meetings? Why are items tabled instead of a decision made at a meeting? We can’t quote all of Robert’s Rules of Order, however, we do follow the guidelines for conducting meetings and making decisions as a group. Otherwise, the board has discretion on what parliamentary procedures it follows. Postponing or tabling a decision on a specific topic may be necessary in order to gather more data in order to make a more informed decision/action.


·       Can the HOA hire a private contractor for snow removal to ensure our streets are cleared faster? Costs for utilizing a private contractor would require that your HOA assessment be increased accordingly. The streets are owned by the City of Salisbury. Based on the snow emergency in effect, the City may return to plow the remaining streets. Snow emergency routes and inner City are their first priority. The community plowing priority falls after the emergency and inner City property has been completed. We pay City taxes to receive this service. If the snow is not cleared quickly enough, we all must take action as individual taxpayers and call the City directly. The volume of calls from the community would promote the request for quicker service.


 ·       Meeting adjourned at 7:37 p.m.


 


·       Next Meeting: The Board of Directors is scheduled to meet on November 5, 2018


 


Minutes submitted by Secretary, Karon Dennis


APPROVEDwatermark denotes Meeting Minutes approved on 5-November, 2018




 

 Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 16, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:32 p.m.

   

Directors in Attendance:

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Katy Walker, Jarvis Cain, Dottie Butler, Tony Santoni, Roy Sowers, Cathy Jennings, Barbara Powell, Judith Jones, Cheryl Brophy, and Willie Brophy. [10 present]


President’s Report:

·       Irrigation and Lawn Services: (a) Appreciate homeowners reporting issues through the link on the Website. Our irrigation is a basic system intended to maintain the lawns; those of us with large flower beds are supplementing with watering by hose or buckets on hot days.  (b) Currently, one issue we are faced with is a fungus on the lawns that has been prevalent for years. Treatment of this infection is not included in the budget; these issues are to be handled by the homeowner at their expense with in independent landscaper or contract Legendary directly.  (c) Legendary and the Lawn Committee continue to monitor the system and adjust or replace the sprinkler heads, as needed.

·       Repairs to Well #5: Prior to the start of summer (May) the control box failed on Well #5. Property owners in the affected zone were notified (Bell Creek, Cross Creek, Tarry Town and Irving Way), the necessary part was expedited and repairs were completed in approximately one week’s time. 

·       RV’s, Boats and Other Parking Violations: (a) Just a reminder to the membership that the parking of RVs and/or Boats is prohibited on residential streets in Salisbury. Violations can be reported to the City of Salisbury Police Department’s non-emergency number at 410-548-3165. (b) RV’s, Boats and/or Trailers are not allowed to be parked in driveways in this community unless they are parked behind the front property setback line. Violations can be reported to the City of Salisbury Housing and Community Development Department at 410-341-9550. 

 

Vice President’s Report:

Architectural Review Board (ARB) Report

Ø Proposal(s) Submitted Since March BOD Meeting: Five (5). Richard reported that there were five proposals submitted for review by the ARB Committee since the last report provided on May 7, 2018.

 

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

1.

5/18/2018

5/24/2018

6101 Tarry Town Road

Ø Landscaping

4

2.

5/22/2018

5/25/2018

6070 Tarry Town Road

Ø Awning

3

3.

6/3/2018

6/6/2018

28057 Cross Creek Drive

Ø Patio

3

4.

6/13/2018

6/14/2018

6031 Fire Fly Drive

Ø Porch

1

5.

7/13/2018

7/16/2018

6013 Bell Creek

Ø Sunroom

1

Ø HOA Phone (410-430-9544): Richard monitors the HOA phone; messages are picked up after 4 p.m. daily. Twenty-two (22) calls were received since May 7th. The majority of the calls were in reference to new homeowners making arrangements to get their HOA book; the remaining were relative to HOA assessment collection letters. 

Ø Social Committee: Our next event will be an “Ice Cream Social;” no date has been set yet, but it is time to start the planning process. The Social Committee is looking for volunteers to map out the details and give your time and talent. Simply call the HOA Phone at (410) 430-9544 and leave your name and phone number if you are interested. Some of the tasks might include being in charge of tents, ice cream, toppings, balloons, and/or freezer. We would like to have a planning meeting soon to schedule the date of the social, outline and assign tasks.

 

Secretary’s Report:

·       May Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated May 7, 2018, as circulated. Motion was seconded by Richard and stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – July 16, 2018) delivered to the Board reflected Total Income ($157,462.74) and Total Expenses ($78,884.45), with a Net Income in our working fund at $78,578.29. 

·       Monthly Report:  The Balance Sheet as of July 16th showed combined assets in our checking and savings accounts at $276,359.45 (Bank of Delmarva [checking] $344.45; Money Market Bank of Delmarva [operating account] $89,110.12; Reserve Fund CD at First Shore Federal $128,328.38 and Reserve Fund [checking] at Bank of Delmarva $58,576.50). 

·       Delinquency Report: At the implementation of the Collection Policy (April), we had 11 delinquent accounts and 2 properties in foreclosure. Current status of the outstanding accounts follow: 

Number of Accounts

Status of Delinquency

FORECLOSURE

 

·       One (1)

Ø Foreclosure still pending

DELINQUENT ACCOUNTS

 

·       One (1) Final Payment Received

Ø 3-year arrearage paid in full

o    HOA Revenue $1,056; Collection Agency Fee – $548 

·       Two (2) Collection Accounts

Ø Expect an update on these outstanding accounts on 1-August, 2018

 

Unfinished Business:

·       Welcome Committee: Sue reported that the Welcome Committee has had two meetings and created a letter for their welcome visitation. New neighbors are presented with their letter, a Sleepy Hollow coffee mug and copies of the Wicomico County, Maryland Visitors & Relocation Guide 2018 and Salisbury Welcomes You map. A new homeowner attending this meeting expressed her pleasure and thanked the Committee for the gifts.  Anyone interested in participating in the Welcome Committee group are asked to call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email Sue Revelle at sleepyhollowmd@outlook.com.

·       Tree Removal: The tree being monitored in the common area behind 5903 Hessian Way did not show any change or improvement so it was deemed dead. Steps were taken to have the tree/stump professionally removed.

·       Sleepy Hollow Entrance: Concern was expressed at the last meeting regarding shrubbery on the adjacent farm blocking the line of sight when departing Sleepy Hollow.  The City of Salisbury was contacted and they subsequently trimmed and removed the bush/tree to make the intersection safer. The action taken was completed in one (1) business day.


New Business:

·       Common Area Swale Project: Due to the contractor’s schedule and prevailing weather conditions, work on the swale drainage issue on the common area behind 28080 Van Tassel has been postponed until the end of the growing season (fall).

·       Pond #1 Drainage: Debris is accumulating on top of the grate during excessive rain and the pond does not flow as fast as designed. A different style grate with large openings, approved by the City, called a “dog house trash rack” was recommended. The Board is investigating further with a contractor to determine if there is a lower profile that would be as effective as the dog house style and will move forward with replacing the grate upon securing style and pricing.

·       Definition of a 55+ Community: Recently, we had new residents move in the Age-Restricted area. Unfortunately, a neighbor confronted a young man and told him he could not live here. Often there is a misunderstanding as to what an over 55 community means. There is nothing that says a child can’t visit or stay on property. 

 

The law of the land today says that you cannot discriminate for age along with other issues. The Federal Housing for Older Persons Act of 1995 allowed association and communities to be exempt from age discrimination if they followed certain guidelines (55+). 

·       Basically and simply it says that one person living in each home must be 55 years of age or older and that no one under 18 can reside in the home. 

·       Most 55+ age-restricted active adult communities will place an age-minimum on the residents. In most active adult communities, no one under the age of 19 may reside in the community unless granted an exemption.

·       Furthermore, most communities stipulate that if anyone under the age of 55 resides in their community, they must live in a household where at least one occupant is 55 or older.

 

 

The By-Laws and Covenants, Conditions and Restrictions (CC& R’s) for The Villages at Sleepy Hollow relate specifically to the third bullet à Furthermore, most communities stipulate that if anyone under the age of 55 resides in their community, they must live in a household where at least one occupant is 55 or older.  


Open Discussion: Homeowner’s Concerns/Comments

·       If the solar panels on our home become blocked by common area trees or shade, can we ask the HOA to trim/top the tree(s)? The Board requested time to look into the Green Act – if it is a federal stipulation, then the HOA cannot refuse. However, we would like to have some time to research how to deal specifically with the controls on shade cast by trees on solar collectors. Final response was temporarily deferred.

·       How does the 55+ rule affect rentals? It is the Board’s position that if renting in the Age-Restricted area, the homeowner must lease to a 55 or over tenant. The Board’s response to realtors when asked about the guidelines has been …

o   One or more of the Resident Owners must be 55 or older to reside in the Age-Restricted area.” 

o   If the owner plans to rent the property, “one or more of the Tenant(s) must be 55 or older.   

·       Do we ever remove or relocate geese? We never have, but it was talked about by previous Boards. Recently Ocean Pines destroyed 200+ geese and the meat was given to local food banks. The Board will follow-up to determine if there is an agency or group that might come in and remove them. 

·       Is the check and repairs of the irrigation system by Legendary an ongoing thing? Yes. Any outstanding issues or concerns can be directed to the Lawn Committee (Messrs. Holland or Walker) at sleepyhollowmd@outlook.com. Any new issues should be reported via the Sleepy Hollow Website à Refer to HOA email communication titled Instructions on Reporting HOA-related Irrigation and Lawn Maintenance Issues dated 10-July, 2018 for steps to file a new issue.  

·       What is the status of the water leakage at the end of Fire Fly and Tarry Town? Nothing has been reported to date, however, the Lawn Committee will explore and record their findings.

·       Church signage posted in the hallway said meetings will be moved to Thursday night? A proposal from the church is to have our meetings on Thursday nights, however nothing has been communicated moving forward.  A homeowner attending this meeting stated the expectation is that the church plans to go back to opening the church on Monday evenings in October. The Board will inform the membership if there is a change that affects our posted meeting schedule.

·       Community Yard Sale: Our fall yard sale is set for September 29th with a rain date of October 6th. This event will be announced in the fall—posted on our Website, Nextdoor, and advertised in the local newspaper.

 

 

 

·       Meeting adjourned at 7:15 p.m.

 

·       Next Meeting: The Board of Directors is scheduled to meet on October 8, 2018


 

Minutes submitted by Secretary, Karon Dennis

APPROVEDwatermark denotes Meeting Minutes approved on 8-October, 2018


 

 
  Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc. 

May 7, 2018

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:33 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Barbara Powell, Kathy Walker, Harold Brown, Donna Brown, Dottie Butler, Jane Long, Tony Santoni, Linda Hooker, Paul Hooker and Judith Jones. [10 present]

 

President’s Report:

·       Irrigation and Lawn Services:  (a) Legendary is currently going through the entire neighborhood checking the irrigation system for any bad sprinkler heads, broken pipes, etc. (b) Once this equipment check is finished, Legendary and the Irrigation Committee will go throughout the community to observe how the sprinkler system heads are working in everyone’s yard. Adjustments to the water patterns, spray arc and radius, will be performed, as needed. Anticipate this action to be completed by month’s end. (c) The remainder of the summer will be focused on a further in-depth maintenance check of the irrigation system due to the age of the system components (12-13 years old). The expectation is that repairs will include the replacement of leaking sprinklers, pipes, valves, fittings, controllers, and wiring due to general fatigue and wear on the irrigation system.

·       Community Yard Sale: The spring yard sale was held this past weekend, appeared to be well attended and believed to be a success for those who participated. Our fall yard sale will be set for September 29th with a rain date of October 6th.  This event will be announced in the fall—posted on our Website, Nextdoor, and advertised in the local newspaper.

 

Vice President’s Report:

Architectural Review Board (ARB) Report

·       Proposal(s) Submitted Since March BOD Meeting: Four (4). Richard reported that there were four proposals submitted for review by the ARB Committee since the last report provided on March 12, 2018.

 

Date Submitted

Date Approved

Location

Description

Review/Approval Period

[Business Days]

1.

3/23/2018

3/27/2018

6028 Fire Fly Drive

·       Gazebo, with conditions

3

2.

3/30/2018

4/2/2018

5958 Fire Fly Drive

·       Handrail

2

3.

4/12/2018

4/13/2018

5920 Tappan Lane

·       Fence

1

4.

4/17/2018

4/18/2018

6095 Tarry Town Road

·       Fence

1

·       Social Committee: An overview of the April 29th “Spring Celebration” event was provided the membership as a windy, successful experience while passing out vinca flowers to our neighbors. Richard extended “thanks” to everyone who came out and offered the remainder of the flowers to the meeting attendees. The flowers were purchased from Parkside High School so we feel we made a couple of contributions to the community with this celebration.

o   The next event will be an “Ice Cream Social.”  No date has been set yet. The Social Committee is looking for volunteers to plan the details before our next BOD meeting in July. Simply call the HOA Phone at (410) 430-9544 and leave your name and phone number if you are interested in participating. Giving of your time and talents would be appreciated.

o   Volunteering: Richard spoke briefly on what it meant to be a volunteer – we are not looking for someone to attend weekly meetings, etc. Volunteering doesn’t have to involve a long-term commitment or take a huge amount of time out of your busy day. Simply helping out with the smallest tasks can make a real difference. For example, the Spring Celebration ran for approximately 1 ¾ hours – while passing out flowers, there were lots of smiles, light conversation and the opportunity to meet and connect with neighbors. 

·       HOA Phone (410-430-9544): Richard monitors the HOA phone; messages are picked up after 4 p.m. daily. Twelve (12) calls were received since March 12th. The majority of the calls were in reference to realtor inquiries and HOA assessment/letters. No complaint(s) were registered; all calls were returned within 24/48 hours.

 

Secretary’s Report:

·       March Board of Director’s (BOD) Minutes: There being no changes/updates, a motion was made by Sue to approve the Draft of the minutes dated March 12, 2018, as circulated. Motion was seconded by Richard and stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also posted on the HOA Website and Community Bulletin Board.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: The year-to-date Profit and Loss Statement (January – May 7, 2018) delivered to the Board reflected Total Income ($154,961.51) and Total Expenses ($56,563.91), with a Net Income in our working fund at $98,397.60. 

·       Monthly Report:  The Balance Sheet as of May 7th showed combined assets in our checking and savings accounts at $296,178.76 (Bank of Delmarva [checking] $689.53; Money Market Bank of Delmarva [operating account] $108,809.18; Reserve Fund CD at First Shore Federal $127,694.84 and Reserve Fund [checking] at Bank of Delmarva $58,985.21). 

·       Delinquency Report: Collection letters were mailed out to homeowners who were delinquent as of April 13th. Current status of those accounts follow:

Number of Accounts

Status of Delinquency

11 Delinquent Accounts

 

·       Two (2) in Foreclosure

Ø One (1) Foreclosure still pending

Ø One (1) Foreclosure finalized; Fees received at settlement totaled $1,933.45

·       Nine (9)

Ø Two (2) Homeowners paid outstanding fees in full

Ø One (1) Homeowner paid 75% of their outstanding fees: Remaining balance due - $94

Ø Six (6) accounts were turned over to Collection Agency

 

Unfinished Business:

·       Welcome Committee: Sue reported that the newly formed Welcome Committee will have its first meeting on Thursday, May 10th at 10 a.m. at her home on 28110 Van Tassel Way. If you had previously expressed interest in joining the committee or you desire to be involved in this effort, feel free to attend. Call the HOA Phone at (410) 430-9544 and leave your name and phone number, or email Sue Revelle at sleepyhollowmd@outlook.com if you are interested in participating in this committee.

 

New Business:

[None]

 

Open Discussion: Homeowner’s Concerns/Comments

·       Who is responsible for mowing grass on vacant lots? The lot owner has that responsibility. It is our understanding that Bill Martin owns all the vacant lots in the community. He has a contractor that manages that service for him. We watch those lots, and if the properties gets out of control, we usually call Mr. Martin and it is taken care of. If we receive no response, we can call the City who will look at the property and then notify the homeowner to have the issue corrected.

o   Important Note: Last year, a homeowner utilized a vacant lot to put their tree limb debris, assuming that “someone” would haul it away. We contacted Mr. Martin who paid to have the lot cleared. Everyone should be aware that vacant lots are not to be utilized as dumping zones. 

·       What is the variance behind some homes; our plat shows that our responsibility goes halfway through the wooded area behind our home. Is that how it works? It is believed that the areas that back up to another subdivision or farm is considered a forest conservation area and we are not supposed to cut down the trees, but leave the property ‘as is.’ The homeowner’s site plan would show the distance in feet for their lot; measuring from the gutter pan to the back lot would determine where the lot ends. 

o   Action Item: Robert to do further research on the forest conservation easement and forward findings to Mr. Hooker.

·       Has the Board contacted someone to take care of the dead tree [common area on Tappan]We have had two (2) contractors look at the tree, each with conflicting opinions – one says it is dead; the other says it is alive (scrapped bark is still green). The preferred belief is that it is not dead. With the harsh winter, plants and trees have been delayed budding. The Lawn Committee will reevaluate the tree in a couple of weeks and make a final decision on how to move forward.

o   Action Item: A Lawn Committee representative will notify Mrs. Jones as to the final action plan.

·       Will the lawn mowers disturb the sandy area across from my house [Pemberton 2 Substation behind Tappan Drive Cul-de-sac]? Do they know how to treat that area? Delmarva Power’s contractor treated some bear spot area(s) around the substation last week in an attempt to stimulate grass growth. Most lawn contractors know the purpose of this type of treatment and go around it. The mowers should be aware of what has been done, but we can’t guarantee that they won’t run over the area when cutting the grass.

·       Will the lawn irrigation schedule be published this year? A current irrigation schedule will to be communicated via the HOA Website (www.sleepyhollowmd.com) and Social Network (www.NextDoor.com). The process is that we meet with Gary and determine the days the system will run. He determines and sets the timer length because he knows yards better than we do – some yards hold water while others need more watering. We then communicate the schedule on the Website and NextDoor.

o   Action Item: The Lawn Committee to publish the 2018 Lawn Irrigation Schedule.

·       Why was there a tree planted that would block the view of the clock in the Clocktower coming from Cross Creek? All the trees were designed by the City and/or County Forestry Group—so many had to be planted along the streets and around the circle.  Also, it was believed that the original design had the clock only on one side and later there was a change order to install a double-sided clock.  Regardless, it is unfortunate that the position of the tree and its growth now covers the clock from view.  

o   Important Note: We will be attempting to cut back the bottom [low lying] limbs on some trees that are getting out of control. The intent is to do a lot of tree work this year.

·       Is there any restrictions for putting bird houses on your property? There are no limits, restrictions or bans that prohibit the installation of bird houses in the community.

·       When exiting Sleepy Hollow onto Pemberton Drive, there is a bush/tree on the neighboring property (farm house) that has grown and obstructs the view for the driver? 

o   Action Item: Robert to contact the proper governing agency (City or County) to inform them of the line-of-sight interference with traffic.

 

 

·       Meeting adjourned at 7:20 p.m.

 

·       Next Meeting: The Board of Directors is scheduled to meet on July 16, 2018


 

 

Minutes submitted by Secretary, Karon Dennis

APPROVEDwatermark denotes Meeting Minutes approved on 16-July, 2018
 

 
Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 12, 2018

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

 

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:45 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President/Acting Treasurer), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Member At-Large).

·       Quorum present? Yes

 

Robert acknowledged the Directors in attendance.  

The membership was invited to attend the meeting, however, no members were present.

 

President’s Report:

·       Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2018 - 2019. The Board votes to designate officer positions – President, Vice President, Secretary, and Treasurer – at the first meeting of the new board. We currently have four (4) board members. No nominations were offered prior to or during the Annual Meeting. The current officers have agreed to maintain their existing positions for 2018 - 2019.

2018 Officers

 

President

Robert Holland

Vice President

Richard Walker

Treasurer (Acting)

Robert Holland

Secretary

Karon Dennis

 

Secretary’s Report:

·       2017 Board of Director’s Meeting Minutes: The Board unanimously approved the motion made by Richard and seconded by Sue, to approve the minutes from the October 9, 2017 meeting. 

o   Action Item: Karon to redistribute the approved minutes to all the Board Members.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 12, 2018) delivered to the Board under separate cover reflected Total Income ($141,098.12) and Total Expenses ($32,819.27).

·       Monthly Report: The Balance Sheet as of March 12th showed combined assets in our checking and savings accounts at $306,059.30 (Bank of Delmarva [checking] $380.07; Money Market Bank of Delmarva [operating account] $119,640.44; Reserve Fund CD at First Shore Federal $127,071.32 and Reserve Fund [checking] at Bank of Delmarva $58,967.47). 

 

 

·       The meeting was adjourned at 7:56 p.m.

 

·       The next scheduled Board of Director’s meeting is May 7, 2018.

 

 

Minutes submitted by Secretary, Karon Dennis

APPROVEDwatermark denotes Meeting Minutes approved on 07-May, 2018
 

2017

 
                                              Board of Directors Meeting Minutes 

                         The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 9, 2017

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:31 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President), Richard Walker (Vice President), Karon Dennis (Secretary) and Sue Revelle (Board Member).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Jane Long, Barbara Powell, Wendy Bailey, Kathy Walker, Linda Hooker, Paul Hooker, Gail Fykes, John Warrington and Rovena Scott. [9 present]

 

President’s Report:

·       Update on Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): Work has been completed by the power company. An inspection was scheduled the Week of October 1st but was postponed due to the Inspector’s illness. Examined the property with Legendary Landscape (Gary) and it’s 99% good; will be making one suggestion, but it will not impact the project. Concluded that PEPCO/Delmarva Power did an excellent job.

·       Parking of Boats and RV’s in Driveways and Streets: The membership was reminded by Robert that there is a City Ordinance against parking boats, boat accessories, recreational vehicles or equipment on city streets. We should not see these types of motor vehicles or equipment parked on the street or in driveways for a week or any extended period of time. The City Police Department will respond immediately to parking violations and the City’s Housing and Community Development Department uses a team of Code Enforcement Officers to enforce city property maintenance codes and ordinances.

·       Community Yard Sale: The fall yard sale held on September 30th was believed to be a success for those who participated. Our spring yard sale is scheduled for May 5, 2018.

 

Vice President’s Report:

Architectural Review Board (ARB) Report

·       Proposal(s) Submitted Since July BOD Meeting:  Zero (0). Richard reported that there were no proposals submitted for review by the ARB Committee since last month’s meeting.

 

Date Submitted

Date Approved

Location

Description

1.

NONE

 

  

·        

 

·       Summary of Lawn Maintenance and Irrigation:  Richard provided a status on the following issues:

 

Location

Description

1.

 

Irrigation and Lawn – General Statement

·       The current irrigation schedule continues to be communicated via the Social Network (www.NextDoor.com) and can also be found on our Website (www.sleepyhollowmd.com)

·       Legendary Landscape was asked to do a health check on some of the neighborhood trees. According to Legendary, they all appear to be in good health. However, it is noted they are constantly being monitored.

 

Secretary’s Report:

·       September Board of Director’s (BOD) Minutes: A motion was made by Richard to approve the Draft of the minutes dated September 18, 2017, as distributed. Motion was seconded by Sue. The minutes stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

·       Compliance with Title 11B of the Maryland Homeowner’s ActOn May 2, 2017, we received an acknowledgement from our new Board Member, Sue Revelle that she has read and understands the terms set forth by the State of Maryland regarding conducting board meetings, specifically closed meetings.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – October 9, 2017) delivered to the Board under separate cover reflected Total Income ($159,221.18) and Total Expenses ($107,620.74).  Robert reported that all bills are current and there are sufficient monies in the bank to cover the next quarter’s expenditures.

·       Monthly Report:  The Balance Sheet as of October 9th showed combined assets in our checking and savings accounts at $222,127.44 (Bank of Delmarva [checking] $1,300.18; Money Market Bank of Delmarva [operating account] $32,228.21; Reserve Fund CD at First Shore Federal $126,437.13 and Reserve Fund [checking] at Bank of Delmarva $62,161.92). 

·       Proposed 2018 BudgetRobert passed out and reviewed next year’s budget, highlighting the changes or movement of line items within general expenses. Lawn Maintenance is our biggest expense; we have a three year contract, so those figures did not change. New section titled “Contingency Expenses” refers to costs that will probably occur based on past experienceItems in that category are budgeted and as money is needed, the contingency can be paid and the reason recorded without having to wait long periods of time before we can proceed with the designated project.

o   How will/are community social functions being put in the 2018 Budget? There is a line item for “Community Events” to cover any planned community-wide function(s) for 2018.

o   What does the $700 Snow Removal include? Snow on the common area sidewalks is removed by our HOA contractor. This expense is covered in this line item. The City plows the streets, no sidewalks. Removal of snow from the sidewalks in front of a homeowner’s property is the homeowner’s responsibility. First wave, the City clears the entrance to Sleepy Hollow, around the Clocktower and back out to Pemberton Drive. Based on the snow emergency in effect, the City may return to plow the remaining streets. Snow emergency routes and inner City are their first priority.

Assessment comparison from 2017 versus 2018 reflects no change in next year’s assessment

Dues Assessment

2017

2018

Age Restricted (90 homes)

$1,337

$1,337

Non-Age Restricted (84 homes)

$   393

$   393

A motion was made by Richard to accept the budget. Motion was seconded by Sue. The Board voted and unanimously approved the 2018 Budget as presented.

 

Unfinished Business:

·       Clocktower Door Repair: The Clocktower door is to be replaced; working with contractor on schedule to commence the work[Fiberglass composite door/frame, painted; hardware/locks]

·       Lien versus Small Claims Action for Non-Payment of Dues: The Board is still looking at the lien process versus small claims. Doing small claims means we would get a quick return on funds whereas, with liens we normally get the return when the property is sold. Board still discussing using small claims or collection agencies to recoup delinquent assessments. 

·       Bulletin Board Repair Update: Repairs to the Community Bulletin Board expected to start in 1-2 weeks. The fixture will be taken down and returned upon completion of the repairs.

·       Responses to Tenant Letter Mailing:  To date, we have received two (2) responses to our letter sent to 14 Non-Resident/Owners requesting names and contact information for their respective tenants. These two homeowners confirmed that they are living in the property, not renting. Association records will be updated accordingly.

·       Board Member/Bookkeeper Activity/Responses Received: (a) No email responses have been received to date relative to the Bookkeeper position opening. At the recommendation of a homeowner, Robert did speak with a new resident about the job responsibilities, however, the resident/candidate has not moved forward with a decision. In the interim, we will continue as we are until we can secure an applicant. Note to file that an outside contractor was very interested in the job, but refused to do the work using QuickBooks; another contractor wouldn’t set a price—wanted to do the work on an hourly basis. A volunteer for this position is still viable, however, now that the 2018 budget is set, it would be 2019 before we could hire a contractor. (b) Currently, Robert is performing the bookkeeping and Treasurer’s duties.

·       Lot Maintenance: Richard presented the Board with a preliminary draft document last month for the purpose of giving new residents something on lot maintenance, such as their responsibility as to what is covered/not covered based on the assessments paid. Review ongoing; awaiting feedback from the Board and compilation before distributing to the membership and/or local realtors.

·       Drainage Swales: [Definition: A drainage swale is a low tract of land often designed to manage water runoff and increase rainwater infiltration.] Have bids out for swale repair behind 28092 Van Tassel running from the farm on the sub-station site to the back of that property; approximately 350 yards. Have one bid in hand and expect the other two estimates by week’s end. The board will hold a closed meeting to review the contracts and make a determination on who will be assigned the job to regrade the swale slope to its proper measurement.

·       Repair of Defective Irrigation Heads/Rotors: Robert, Richard and Legendary will be walking the community soon to identify the first 20 community-wide problem areas to be serviced over the next three (3) months. This preventative maintenance program will continue in 2018 until all problem areas have been identified and corrected. A motion was made to repair up to 20 selected irrigation heads throughout the community in each PM cycle. Motion was so moved by Richard; seconded by Sue. Board unanimously approved this Preventative Maintenance (PM) program.

 

New Business:

·       Board Nomination Committee: We will be looking for new board members at the 2018 Annual Meeting. If anyone is interested in being a part of the group/committee formed for the purpose of nominating candidates for the board, please contact an existing board member by calling 410-430-9544 or send an email to sleepyhollowmd@outlook.com.

·       Appreciation to Wendy Bailey: Robert extended the Board’s appreciation and sincere thanks for Wendy Bailey’s support in the review of the proposed 2018 Budget. Her guidance and understanding of concepts behind a budget were very helpful and informative. Wendy was the first Treasurer when Sleepy Hollow came into existence.

·       Winter Community Event: Richard reported that we are actively looking for volunteers for a winter social to try to continue on with neighbors meeting neighbors in this community. Contact Richard or any member of the board by calling 410-430-9544 or send an email to sleepyhollowmd@outlook.com if you would like to be a part of the planning committee.

 

Open Discussion: Homeowner’s Concerns/Comments

·       None.

  

 

·       Next Meeting: The Annual Meeting is scheduled for March 12, 2018

 

·       Meeting adjourned at 7:35 p.m.

 


Minutes submitted by Secretary, Karon Dennis

APPROVEDwatermark denotes Meeting Minutes approved on 12-March, 2018

 

 

Board of Directors Meeting Minutes 

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

September 18, 2017

Meeting Location: Cross Pointe Church of the Nazarene

_____________________________________________________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:36 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President), Karon Dennis (Secretary), and Richard Walker. Absent: Joyce Lewis (Vice President).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Kathy Walker, Jarvis Cain, Sue Revelle, Jane Long, Annette Marsiglia, Jane Ford, John Warrington, Evan Lane, Dottie Butler and Barbara Powell. [10 present]

 

President’s Report:

·       Acknowledgement of Carol Ann Wright: Robert officially announced that Carol Ann Wright resigned as a member of the HOA Board of Directors (25-July-2017). We thank her for the time spent and appreciate the services she provided as a volunteer board member.

·       Acknowledgement of Joyce Lewis: Robert also announced that Joyce Lewis has resigned as a member of the HOA Board of Directors due to circumstances beyond her control. Her resignation was offered (18-September-2017) with the caveat that once conditions change she would like to return to the Board and continue to help the community. Should that opportunity present itself and there is a position open, we would welcome her service back on the board.

·       Announcement of Sue Revelle: Robert announced that Sue Revelle has come forward to become a part of the Board. We welcome her expertise and previous experience on another HOA board. [After this announcement, Sue joined the other board members at the front table.]

·       PEPCO/Delmarva Power – Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): An overview on this project was provided. Work to clear and replace soil, reseeding and treating grass on Sleepy Hollow property has started and is expected to be completed in October. [Refer to May 15, 2017 Meeting Minutes for more details regarding this issue.]

 

Vice President’s Report:

 

Architectural Review Board (ARB) Report

·  Proposal(s) Submitted Since July BOD Meeting:  Five (5).  Robert reported that the following proposals were reviewed and/or approved by the ARB Committee.   

 

Date Submitted

Date Approved

Location

Description

1.

August 1, 2017

August 4, 2017

6025 Fire Fly

·       Landscaping by Jacob’s Yardwork’s

2.

August 7, 2017

August 15, 2017

6093 Bell Creek

·       Deck Conversion to Screened Porch | Roof

3.

August 14, 2017

August 16, 2017

28057 Cross Creek

·       Solar Panels

4.

August 25, 2017

August 28, 2017

5919 Tappan Lane

·       Landscaping by Legendary Landscape

5.

August 29, 2017

August 29, 2017

6025 Fire Fly

·       Additional Landscaping by Jacobs Yardwork’s

 

·       Summary of Lawn Maintenance and Irrigation Robert provided a status on the following issues:

 

Location

Description

1.

 

Irrigation and Lawn – General Statement

·       Mother Nature has been good to us this year; the grass in the community has been surviving overall; Been working with Legendary to not run the pumps when we have periods of heavy rain (like water on top of water) as that is one of the reasons we get diseases in the lawns. 

·       Looking at some things to improve some programs; nothing affirmative at this point because of scheduling time with Legendary to discuss further. Moving forward, these programs/issues will be identified and presented to the Board for approval. Expect this will happen in the next year.

Question and concern posed to Board regarding leaves on some trees in the community that are turning “black”. It was thought that it was too soon to trigger any seasonal change, and certainly not the color black. Is it due to too much water or is there something wrong with the trees? 

o   Action Item: Robert will ask question of Legendary and get back to the homeowner.

 

Secretary's Report:

·       July Board of Director’s (BOD) Minutes: A motion was made by Richard to approve the Draft of the minutes dated July 17, 2017, as distributed. Motion was seconded by Sue. The minutes stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved.  Approved copies will be sent to each Board member and also put on the HOA Website.

·       Community Bulletin BoardKaron reported that the community bulletin board needs some restoration. As a result of the rear seal coming loose, water intrusion inside the case has occurred rendering the cork/punchboard malleable. Robert clarified that the paperwork on the board’s purchase states that it is an outdoor/indoor product, however, the company where it was purchased stated that “outdoor” means it would be connected to an exterior wall, preferably undercover. The company was willing to provide us free of charge a complete, new cork insert. To make it relatively waterproof, it is recommended that we purchase plastic to put on the back and seal it so water that hits it will roll off.  A quote from Go Glass for an acrylic sheet to act as a back panel/cover and seal the bulletin board is $119. Once the question was answered on the frequency of how often the bulletin board was utilized, Sue made a motion to spend the $119 to secure the plastic to improve the board backing. The motion was seconded by Richard and so moved.

 

Treasurer’s Report:

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – September 18) was delivered to the Board for review reflecting Total Income ($158,481.71) and Total Expenses ($73,623.73). Robert reported that expenses are under budget by about 30%. Still have bills to pay through the balance of the year, but everything is running on track.

·       Monthly Report:  For the last several meetings a P&L statement has been provided the board showing that month’s expensesMoving forward, the board will be provided the actual revenue and expenses from the date of the last meeting to the current meeting date to reflect a more accurate picture of the financesThis month’s report (September 1-18) showed Total Expenses of $11,145.78

o   There were no questions raised on the finances as presented.

·       Lien on Delinquent AssessmentsWe received payment for three (3) previous liens; those liens have been released.  

 

Unfinished Business:

·       Ice Cream Social: Richard reported that around 80 people attended the Ice Cream Social held on August 27thIt was well represented by both Age Restricted and Non-Age Restricted residents and considered to be a very successful community-wide event. Invitations were sent via multiple email blasts. In an effort to get a firm command of how many people were going to come, the Social Committee hand-delivered printed invitations to each home to ensure everyone was invitedRichard recognized homeowner Chad Crockett who provided two (2) huge tents and helped with set-upEveryone enjoyed the ice cream sundaes, with anything you could want to put on top, along with a large tray of brownies brought by a neighborThere were games for the children, face painting, and raffles with good community spirit ~ neighbors meeting neighborsSuggestions for another event was a “Dessert Social” after a board meeting. Also continuing to look for volunteers to join the CommitteeHappy with the results and looking forward to perhaps doing something for the holidays

o   A member clarified that in a previous picnic homeowners paid $5 to attendThere were cookers to prepare the hamburgers and hot dogs and everyone brought a covered dish. No funding was provided by the HOA Board.

o   Question posed as to the cost of the ice cream socialThe Committee anticipated an expense of $500; actual expenditure was $478.21 with the disclaimer that if the Committee had had a precise count of how many people were coming, they probably would have spent less.

o   There were a couple of full containers of ice cream left over which was later donated to The Joseph House.

·       Treasurer and Bookkeeper: An email blast was sent on 14-September-2017 seeking a Bookkeeper for the HOA and requesting members to fill positions opened by the resignations of Stuart Reed and Kathleen RaffaEffective with this meeting, we acknowledged (a) the resignations of Carol Ann Wright (At Large) and (b) Joyce Lewis (Non-Age Restricted), along with (c) the appointment of Sue Revelle (Age Restricted) to fill Mr. Reid’s seatWe now have the following three (3) openings.

Former Board Member

 

Term Ending

 

Raffa

Non-Age Restricted

2019

 

Wright

At Large

2018

 o Seat up for nomination at 2018 Annual Meeting

Lewis

Non-Age Restricted

2020

 

o   We encourage anyone who is interested in filling these positions to send a letter of interest to sleepyhollowmd@outlook.com. We would also like to speak to anyone with a bookkeeping background who would be interested in performing the accounting for the Association as well.

·       Clocktower Door Repair: It was previously reported that there is a need to repair the Clocktower door. The estimate to replace door, hardware and new locks was $780We were unsuccessful in securing a second bidA decision to move forward with repairs will be determined after an upcoming budget meeting.  

o   Concern was expressed that improvements are on the docket for 1-1 ½ years before action is takenThe board should have a discretionary fund that would allow for repairs, like the bulletin board and this door, to be made so problems can be rectified and no further damage is incurredA suggestion was presented that perhaps we could come up with a figure that would be appropriate to present at the Annual Meeting, i.e., up to $2K the Board can make the decision for discretionary spending

o   Robert indicated he would like to work on a Presidential Discretionary Fund next year that would allow the board to take action without having to waitAt present, all things budgeted are the responsibility of the Board; we welcome homeowner’s input, but the approval to move forward is based on what was planned/budgeted at the beginning of the year.

o   The Board will be reviewing the Reserve Fund which discloses allocations accrued for repairs and maintenance for the “Clock”Should these funds be identified as the “Clocktower” which would cover this expenditure?

·       Yard Sale: Fall yard sale will be Saturday, September 30th with a rain date of October 7th

 

New Business:

·       Renters and/or Lessees: In an effort to better communicate with residents in Sleepy Hollow, a letter dated 19-September-2017 was sent to all Non-Resident/Owners (14) requesting names and contact information for their respective tenants; no other information is being requested, such as amount/terms of leaseA comment made about the tenants being able to attend meetings, but not voting brought forward the proposed objective to create “standing rules” for the HOAThe intent is not to rewrite by-laws but standing rules are a simple way of writing on paper things that you do on a regular basis and a way of putting it to order on recordIn the future, if someone asks if a tenant can come to meetings, you reference the “standing rules” and get the answer. In response to the comment, the tenant would be able to attend and speak at meetings, but could not voteVoting is only by the homeowner.

·       Maintenance of Swales: An initiative that will be starting soon to improve some of the lawn and irrigation issues are the swales drainage areas in the community. There is one specifically off Van Tassel that runs from the farm property to the pond. Because of the way it has built up over the years, water stands creating several problems (kills grass, draws insects, water runs between the houses accumulates and can’t run off). The process has started to get bids from two (2) companies for work to be done this fall. If anyone is aware of any other areas that need immediate attention, they are asked to notify the board. Note: This would be a Reserve Fund item.

·       Repair of Defective Irrigation Heads/Rotors:   It is a known fact that the irrigation system was defective because parts of the system was not built correctly (placement of heads affecting property coverage).  We would like to be proactive and key in about 20 locations that are known to be defective and take corrective action this yearOnce completed and determined that the system is working properly, we would then identify the next 10 or 20 areas to be serviced. After a comment was presented by a homeowner, Robert confirmed that the preventative maintenance direction, with input from Legendary (Gary), Richard and Robert, is to identify the first 20 community-wide problem areas, take corrective action and then move on to the next 10-20 properties needing repair. Maintenance on this initiative would be covered under the Reserve Fund.

·       Lot Maintenance: Richard presented the Board with a preliminary draft document reflecting some questions and answers regarding lot maintenance, namely, a quick reference: What is the homeowner’s responsibility? What is Legendary’s responsibility? 

o   Action Item:  The board to review and ensure we have everything covered. Once completed we would deliver the Lot Maintenance Q&A to the homeowners as a reference guide.

·       Appointment of Board Vice President: With the resignation of Joyce Lewis from the Board of Directors the position of Vice President is open. Richard Walker has volunteered to take over the office of Vice President and the board agreed to that appointment. Effective with this meeting and announcement, Richard will be the new HOA Vice President

 

Open Discussion: Homeowner’s Concerns/Comments

·       What is Sue Revelle’s position on the Board? She is a Board Member; she does not hold an office at this time. 

 

·       Meeting adjourned at 7:45 p.m.

 

·       Next Meeting: Date of the next meeting is October 9, 2017

 

·       Minutes submitted by Secretary, Karon Dennis.

“APPROVED” watermark denotes Meeting Minutes were approved on 9-October-2017

 

 

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 17, 2017

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President), Karon Dennis (Secretary), Richard Walker, and Carol Ann Wright. Absent: Joyce Lewis (Vice President).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Jarvis Cain, John Warrington, Kathy Walker, Sue Revelle, Linda Hooker, Judith Jones, Barbara Powell, Jane Long, Donna Brown, Harold Brown, Dottie Butler, Evan Lane, Russ Croteau, Gail Fykes, Randi Andersen, Nancy White and Rovena Scott. [17 present]

 

President’s Report:

·       Acknowledgement of Kathleen Raffa: Robert officially announced that Kathleen Raffa resigned as a member of the HOA Board of Directors. She served the board and this community faithfully for many, many years as Treasurer and Bookkeeper. We take this opportunity to acknowledge and thank her for her time served, the important contributions to the association that she made and we wish her well.

·       Stormwater Management System | Pond #1 (Bell Creek and Tarry Town Road): An update was provided on the issue that arose last fall. The work on the project has been finished and a full inspection was conducted by The City of Salisbury Inspector on July 5th. The City approved the work, meeting all the specifications as outlined in the original violation notice.  Evan Lane, who resides next to the pond, thanked the Board for their help in overseeing the project. The expectation is that the grass will continue to grow as a result of the reseeding and the water level should, in time, be close to what it was previously.

·       PEPCO/Delmarva Power – Pemberton 2 Substation (Behind Cul-de-sac on Tappan Lane): Received notice from the Delmarva Power Engineer that their funding has been approved (estimated at $75K) to start work on the interior substation infrastructure, followed by clearing, replacing soil; reseeding and treating grass on Sleepy Hollow property. Work expected to start in the fall. [Refer to May 15, 2017 Meeting Minutes | Vice President’s Report | Summary of Lawn and Irrigation Maintenance for more details regarding this issue.]

·       Treasurer and Bookkeeper: The need to replace the HOA Bookkeeper and appoint a new Treasurer was briefly discussed. An email blast to jointly inform the community of the Bookkeeper opening/recruitment and request for volunteers to serve on the Board is pending.

 

Vice President’s Report:

 

Architectural Review Board (ARB) Report:

·       Proposal(s) Submitted Since May BOD Meeting:  Two (2).  Robert reported that the following proposals were reviewed and/or approved by the ARB Committee. 

 

Date Submitted

Date Approved

Location

Description

1.

July 10, 2017

July 15, 2017

6025 Fire Fly

·       Railings on Front Steps

2.

July 17, 2017

Review in Progress

28110 Van Tassel

·       Construction of Porch/Deck

 

·       Summary of Lawn Maintenance and IrrigationOn Joyce's behalf, Robert provided a status on the following issues:

 

Location

Description

1.

 

Irrigation and Lawn – General Statement

·       With the heat, a lot of homeowners thinking about irrigation. Lawn maintenance, in general, never been a big deal; Legendary does a pretty good job of doing things; although sometimes they miss things. We have had several sprinkler heads that have become ineffective over years of use, so we have had to replace them.

·       Replaced 11 heads on Cross Creek– culprit was the line had been broken in the open field next door. Each time the system ran it soaked up the sand and eventually put the sprinkler system in that yard out of commission. 

o    The Board sent out an email blast to the community (June 28 and July 13, 2017 titled Sleepy Hollow Irrigation and Brief Community Messages, respectfully) to look out for the system and let us know if something looks strange or appears not to be working properly so that it can be inspected and/or corrected.

o    If you use a lawn contractor and they have broken a head on your property, report it through the website so that the head(s) can be replaced (billable to the homeowner).

·       If anyone has doubts about their irrigation system not watering properly or any other concerns regarding its operation, go to the Sleepy Hollow Website (www.sleepyhollowmd.com) and report the issue under the section titled Reporting Lawn OR Irrigation System Problems/Concerns.

o    The issue generates an email that is sent to Robert Holland

o    Robert sends an email back to the homeowner acknowledging receipt and a tentative date that the issue would be checked

o    Robert will then follow up with the homeowner as to findings after the inspection

·       It is the intent of this President to commence doing preventative maintenance to the irrigation system and drainage areas that have deteriorated over the years. Moving forward, these issues will be identified and presented to the Board for approval.

·       It is the Board’s position to make the lawn, irrigation, trees, etc. as well as we can make them and to keep everyone informed.

2.

Common Area - Clocktower

·       Reported at our May meeting that Peninsula Roofing repaired the Clocktower roof at no cost. Two weeks later we received a bill for $156.25. For the record, it was not free.

·    Repairs to Clocktower door on water intrusion  Bids pending 

 

Secretary Report:

·       Email Communication Blasts: Just a reminder to let the Board know if you change your email address. This will ensure that you continue to be in the network to receive meeting minutes and updates on such things as community activities, sprinkler system timetables, and other HOA news. Email address can be sent to the Board Secretary at sleepyhollowmd@outlook.com or karon.dennis@outlook.com

·       May Board of Director’s (BOD) Minutes: Karon reported a correction on Page 2 of the May minutes under Item 1 in the Architectural Review Board Report. The property address should be modified to read as 5919 Tappan Lane. Richard made a motion to approve the minutes dated May 15, 2017, as amended. Motion was seconded by Carol Ann. The minutes stand approved as corrected.

o   Action Item: Karon to make the correction in the text of the approved minutes, remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

 

Treasurer Report:

·       Monthly Report: Robert reported that the expenses for the period July 1-17 totaled $11,597.97. Expenses included repairs to the Clocktower roof ($156.25) and Reserve Fund Expenses ($11,441.72) consisting of repairs to the Irrigation System Well #3 ($831.72) and the contract payment for the Pond #1 Remediation Project ($10,610).

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – July 17) was delivered to the Board for review reflecting Total Income ($157,293.36), Total Expenses ($73,623.73) and Net Income ($83,669.63). An annual statement is provided to the homeowners at year end, however, the accounting practice is to provide this statement to the Board at each meeting so they are aware of the state of affairs for the HOA.

o   There were no questions raised on the finances as presented.

·       Lien on Delinquent Assessments: There were no new lien filings during this period. However, we did receive payment for two previous liens. The liens will be released at the court house once sufficient time has passed to ensure the checks clear. Expectation is that this process will be completed within the next week to ten (10) days. 

·       Discussion anticipated to take place at a future point with the Finance Committee regarding liens, bankruptcy, and foreclosure that may change the way we manage delinquencies in the future. To be determined and worked out as we move forward.

·       Annual Reserve Fund Allocation: The Reserve Fund yearly deposit/contribution of $20,000 will be moved into the correct account during the next week. 

 

Unfinished Business:

·       Social Committee: Richard reported on discussions held by the Social Committee. The last Sleepy Hollow event was held approximately ten (10) years ago. The Committee’s objective is to provide the opportunity for Sleepy Hollow neighbors to meet each other in a social environment that promises to generate new friendships and the spirit of community in our neighborhood. When taking into consideration all the ideas that were previously presented in May by Rovena Scott, the recommendation by the Social Committee is to hold a Community Ice Cream Social on Sunday August 27th from 1-3:00 PM at the HOA Lot on Raynor Drive. 

o   Proposals: Food free to Residents would include ice cream with all the trimmings for sundaes, cookies, brownies, etc. and bottled water. Suggested activities/entertainment included face painting, balloons, games, music, performance demonstrations provided by our talented Sleepy Hollow neighbors. 

o   Advertisement: Via email blast with reply requested by the first week of August followed by a flyer delivered to each Sleepy Hollow Resident during the week of August 13th. These two advertisement strategies would alert the community as to what is going on.

o   Projected Cost of $500 to cover, ice, signage, balloons, food/utensils/paper products and (1) potential rental costs of equipment that may not be provided by residents and (2) entertainment that may need to be hired. 

The Committee’s intent was to start out simple and if it goes over well, then we could expand the event next year and secure funding in the budget. Expenditures would be determined by the number of attendees that RSVP. Do not want to purchase more than what is required, but do want to make sure there is sufficient food/entertainment for those that do attend. 

o   Richard made a motion for the Board to approve $500 for the Ice Cream Social. 

o   Karon questioned whether there was $500 in the budget to cover the requested expenditure. Robert indicated there’s a current monthly bill of $200 that we haven’t been spending that could be redirected to cover the expense. Karon’s concern was the requested expenditure – the ideas for the event are great, but suggested that the Committee scale it down and use the $500 to budget for 2018.

o   Committee Representatives stated the attendee number is an unknown factor; the request for $500 was to provide sufficient funding should they have a really good turnout, i.e., 200 people; their intent is to spend only the amount needed based on the number of attendees expected once that number is determined. Tent rental estimated at $300. Requested funding is “bare bones.” How important is this to Sleepy Hollow that we build a community and get people to know each other? If we have to squeeze this budget to find $500 to make an effort to build a community, it is worth it.

After discussions, Richard moved the motion forward for the Board to set aside up to $500 to cover the expenses for an Ice Cream Social. The motion was seconded by Robert. The chair asked those in favor of the motion to say “aye” and those opposed to say “nay.” Votes:  2 aye and 1 nay.

Current Social Committee Members: Rovena Scott, Evan Lane, Linda and Paul Hooker, Robert Holland, Richard and Kathy Walker. Anyone who would like to join the Social Committee are encouraged to forward their name, telephone number and email address to Richard Walker at trumpet04@comcast.net

 

New Business:

·       Renters and/or Lessees: The HOA does not have contact information for tenants who reside in the community. An initiative will be underway shortly to try to secure this information so that we may better communicate with these individuals and invite them to our meetings and community activities.

 

Open Discussion: Homeowner’s Concerns/Comments

·       Thank you: Dottie Butler extended a ‘thank you’ to the Board for the amount of communication that is getting done. It is great – can go into email or on Nextdoor and get information about the irrigation, etc. Messages and minutes are professional. The level of communication – when the irrigation system is on/off; what is happening in the community – it has been wonderful. The Board expressed their appreciation for the expression of gratitude.

 

·       Meeting adjourned at 7:37 p.m.

 

·       Next Meeting: Date of the next meeting is September 18, 2017.

 

 

 

·       Minutes submitted by Secretary, Karon Dennis.

“APPROVED” watercolor mark denotes Meeting Minutes approved on 18-September-2017

 
 

 

Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 15, 2017

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

 

The meeting was called to order by the President, Robert Holland, at 6:30 p.m.

 

Directors in Attendance:                                                  

Robert Holland (President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary), Richard Walker, and Carol Ann Wright. Absent: Joyce Lewis (Vice President).

·       Quorum present? Yes

 

Robert welcomed the Homeowners in attendance:

·       Kathy Walker, Jane Long, Harold Brown, Donna Brown, Jarvis Cain, Stuart Reid, Joe Raffa; Gail Fykes, John Warrington, Sue Revelle, Roy Sowers, Linda Hooker, Paul Hooker, Rovena Scott, Evan Lane, and Jackie Cassidy. [16 present]

 

President’s Report:

·       Acknowledgement of Stuart Reid: Stuart served on the Board working on lawn and irrigation and getting things done. Unfortunately, Stuart has decided not to continue on the Board. On behalf of the Board of Directors and the community, Robert thanked Stuart for his commitment/service and expressed a hope that we may look to him for volunteer help in the future.

·       Stormwater Management System | Pond #1 (Bell Creek and Tarry Town Road): An update was provided on the issue that arose last fall. The City of Salisbury approached the HOA and advised that we are required to do some things to bring the pond up to par. Requests for Bids were sent to contractors and T.K. Construction Company was hired to complete the work. They anticipate starting in a week (May 22nd) with a pre-con meeting with them and City officials on May 16th. T.K. Construction has to fulfill all the City’s requirements in order to get the pond up to standard. Note: The standards are not dictated by the Contractor or the HOA, but by the City. The Contractor will not get paid at completion until the project is signed off by the City. 

·       Community Yard Sale: The Spring Yard Sale is scheduled for Saturday, June 10th with a rain date on Saturday (June 17th). A notice was published on Nextdoor.com, the HOA Website (www.sleepyhollowmd.com) and the Community Bulletin Board. The start time is 7:00 a.m. till? with two surrounding communities participating simultaneously.

 

Vice President’s Report:

·       Summary of Lawn Maintenance and Irrigation:  On Joyce’s behalf, Robert provided a status on the following issues:

 

Location

Description

1.

PEPCO/Delmarva Power – Pemberton 2 Substation: Behind Cul-de-sac on Tappan Lane

·       Suspected grounds contamination from runoff. Discussions with utility company not progressing; Board had consultation with the Maryland Department of Agriculture to express our concerns and they agreed to check into. As of this writing, MDA have it as a formal complaint and contacted PEPCO (holding company for Delmarva Power). Ongoing issue. 

·       5/15/17: A Delmarva Power Engineer called and disclosed (1) they will be putting in a burn wall on the rear of the substation to prevent the water intrusion from coming into Sleepy Hollow; (2) on the interior of the substation, they will be installing a French drain to drain the water away from the area entirely.

Determination of Contamination: If it is concluded that the ground is contaminated, and upon agreement with the Board, they would remove excess sand accumulation, bring in quality top soil, seed and water until it takes hold. Suspected timeframe for work, if required–Fall 2017.

IMPORTANT NOTE: Work contingent on contamination confirmation and Delmarva Power’s budget funding to make improvements, estimated to be approximately $75K. This work is on Delmarva Power’s property, but would improve Sleepy Hollow’s property line as well.

2.

 

Multiple Sites – Irrigation and Lawn

·       Several issues reported for sprinkler adjustments and a couple with damage to sprinklers after work was done; Repairs completed.

·       Generally, the grass looks pretty good; there are a few spots on Bell Creek that I (Board) am trying to solve. More issues expected to be reported as we get further into warm weather and the Board will work to answer and/or resolve them.

3.

Common Area – Van Tassel Way and Tappan Lane

·       Removal of three (3) dead Leyland Cypress trees including removal/grinding of three (3) stumps were completed in April. Legendary unable to complete task; work done quickly by Adams Tree Service.

4.

Common Area - Clocktower

·       Issues discovered last year with loose sections of roof and possible water intrusion. Reached out to Peninsula Roofing (company that did the original roof) who agreed to inspect, and if it was simple, they would do the work for free. After about a week’s time, and two hours on a ladder, the roof was restored to its original condition - $0 cost.

·       Repairs to Clocktower door tabled for discussion later.

 

Architectural Review Board (ARB) Report:

·       Proposal(s) Submitted Since October BOD Meeting: Six (6). Robert reported that the following proposals were reviewed and approved by the ARB Committee.

 

Date Submitted

Date Approved

Location

Description

1.

March 30, 2017

March 30, 2017

5921 5919 Tappan Lane

·       Removal of Deck | Construction of Sunroom

2.

3.

April 13, 2017

April 24, 2017

6096 Fuller Lane

·       Construction of Floating Deck

·       House Shutters Painting/Replacement

4.

April 27, 2017

May 2, 2017

5910 Tappan

·       Installation of Porch Windows

5.

April 19, 2017

May 2, 2017

28057 Cross Creek Drive

·       Construction of Sunroom

6.

May 4, 2017

May 12, 2017

5995 Bell Creek Drive

·       Construction of Sun Porch

 

Secretary Report:

·       March Board of Director’s (BOD) Minutes: A motion was made by Kathleen to approve the Draft of the minutes dated March 13, 2017, as distributed. Motion was seconded by Richard. The minutes stand approved as written.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and also put on the HOA Website.

·       Compliance with Title 11B of the Maryland Homeowner’s Act: Effective May 2, 2017, we received acknowledgement from the new Board Members that they have read and understand the terms set forth with the State of Maryland regarding conducting board meetings.

·       Record of Executive Session: Karon reported to the members present that the Board went into Executive Session on April 20, 2017 to review and select contractors for two (2) separate job proposals for (a) Removal of three (3) trees in the Age-Restricted Area, and (b) Remediation of Pond #1 in the Non-Age Restricted Area. The Board unanimously voted to accept the proposals from Adams Tree Care, Inc. and T.K. Construction Co., Inc., respectfully. The minutes of the Executive Session were distributed to the Board of Directors. Richard motioned to approve the minutes; seconded by Carol Ann. The minutes stand approved as written.

o   Action Item: Karon to remove the UNAPPROVED watermark from the minutes, replace it with APPROVED and circulate to each Board member.

 

Treasurer Report:

·       Monthly Report: Kathleen reported that the expenses for the period May 1-10 were $14,181.12; Income was $5,237.39 consisting of HOA dues that were late ($3,910.23), and Miscellaneous Income ($1,327.16) for interest on HOA accounts ($131.55), reimbursement of legal fees ($428.75), and other miscellaneous income ($766.86). Net sum needed to be transferred to pay expenses totaled $8,943.73.

Expenses included a bad debt write-off for assessments totaling $3,904.52 on a home deserted five years ago. During abandonment, dues were billed against the property, including lien filing expenses, as is proper procedure. The property went into bankruptcy and was assumed by an Arizona bank. A Title company contacted the HOA to provide the new contact information and notification that the Bank was paying dues on the property for the period May, 2016 through December 31, 2017.

Other expenses covered monthly contracts for Age Restricted ($6,978.15) and Common Area ($2,118.50) lawn maintenance, Irrigation System Maintenance ($362.48), Pond Maintenance for Pemberton and Van Tassel ($246.68) and six (6) Delmarva Power bills to power the wells/irrigation ($320.79).

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – May 10) was delivered to the Board for review. An annual statement is provided to the homeowners at year end, however, the accounting practice is to provide this statement to the Board at each meeting so they are aware of the state of affairs for the HOA.

·       There were no questions raised on the finances as presented.

·       Lien on Delinquent Assessments: There are seven (7) homeowners that have not paid their 2017 HOA fees. Liens need to be filed against each property at a cost of $67 per lien. [Note to File: An assessment lien effectively prevents the member from transferring title to their property and potentially from re-financing the property without first satisfying their assessment debt and having the assessment lien released.]  Kathleen requested approval from the Board to file the seven liens at a cost of $469. (Budget for Legal Fees is $500) Motion was made by Carol Ann and seconded by Karon to record the liens.


 

Unfinished Business:

·       Resignation of Board Member:  Kathleen opened for discussion the acknowledgement of Stuart Reid’s resignation and the need to appoint his replacement among the existing Board Members for the Age Restricted seat (Term expires 2019). The By-Laws state that we have to have 2-Age Restricted, 2-Non-Age Restricted and 1-At-Large member on the Board. Kathleen made a motion to fill the position this evening. Karon seconded the motion to address this issue and consider moving an Age Restricted existing Board Member into the slot that was vacated by Stuart, who filled the seat formerly held by William Weber. After further discussions on how this action would affect the functioning of the Board, i.e., the fair representation of the whole community and complying with the By-Laws 2-2-&1 seating, a request was made for the Board to deliberate this issue further to consider its implication. Vote on the floor was 3 against and 2 in favor of the motion to move one of the existing non-elected Board members into the spot that was vacated by Mr. Reid per Ms. Raffa’s request.  A homeowner suggested that the Board look into amending the By-Laws with relation to this issue.

·       Unanswered Questions from the March Annual Meeting: 

How can you get information on houses that are in receivership? To protect the privacy and confidentiality of members, the Board does not disclose or distribute details of ownership and/or assessment delinquencies to HOA membership.

 

New Business:

·       Community Picnic: A presentation was delivered on the behalf of Rovena Scott, Social Committee Chairperson, suggesting there be a Community Block Party held in mid-July (15th or 22nd – 1 -5 pm). Objective of the event would be to bring together both areas of the community without a cost. Brainstorming ideas or activities that might interest all residents included a Mobile Petting Farm; Bouncy House; Games, DJ/Music; Open Talent Show; Face Painting; Prizes; 50/50 Raffle àHOA/Winner; Ice Cream truck for show ball event; Arts and Crafts. Food suggestions were Hot Dogs, Hamburgers; Chips, Soda, Water, Cookies; Condiments; Candy, Plates, Ice. Estimated cost $770+. Floor discussions followed with additional suggestions for consideration.

Ø Bring a dish and the HOA provide the main course (hot dogs, hamburgers/chicken); those planning to attend would call a Committee Designate so that you get an expected headcount. 

Ø Consider having an ice cream sundae bar rather than the cooking and the grills. Still have the idea of the community; everyone is invited. (Note: Need to verify if the Health Department needs to be involved. It is thought that controls would need to be in play only if ice cream was being sold.)

Ø Point of concern to address is any liability if someone gets hurt if the event is held outside of the common area (vacant lot), however, HOA could underwrite insurance for the day which would release the lot owner.

Ø Consider bringing in a Food Truck(s) to eliminate food prep and costs to homeowners and HOA.

Ø Unbudgeted money for this social event in the 2017 budget.

Ø New homeowner, Linda Hooker, volunteered for the Committee. Other committee members include Evan Lane, Gail Fykes and Richard Walker.

A motion was made by Richard for (a) the Board to endorse this effort to have a community gathering, (b) ask the Social Committee to come to our July 17th BOD meeting with a more defined plan as to what would be done at the gathering and (c) hear from a larger committee on this effort.  Motion seconded by Karon and carried.

o   Action Item: Request was put forward for Karon to send an email blast out to the community asking for volunteers for the Social Committee.

·       Community Newsletter:  Jane Long, Newsletter Chairperson, reported that the distribution of The Clocktower Times has been delayed by three weeks because of a hardship with the newsletter’s Editor. There is a need for an Assistant Editor to help the current Editor to assemble the contents of the newsletter. All the information has been compiled and waiting for support of this effort using a Windows-based generic template. Volunteer(s) can call Mrs. Long at 410-###-#### so that the Committee can continue with the newspaper’s circulation.

 

Open Discussion: Homeowner’s Concerns/Comments

[None]

 

 

·       Meeting adjourned at 7:36 p.m.

  •  Minutes submitted by Secretary, Karon Dennis
  • "APPROVED" watercolor mark denotes Meeting Minutes approved, as corrected, on 17-July-2017


 

 
Board of Director’s Meeting Minutes


The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 13, 2017


Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________________

 

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the Secretary, Karon Dennis, at 8:07 p.m.

 

Directors in Attendance:                                                  

Kathleen Raffa (Treasurer), Karon Dennis (Secretary), Stuart Reid, Carol Ann Wright and new volunteers Robert Holland and Richard Walker.

·       Quorum present? Yes

 

Karon acknowledged the Directors in attendance.

 

Secretary’s Report:

·       October 10, 2016 Board of Director’s Meeting Minutes: There minutes were revised after they were distributed via email blast to the Members on November 4, 2016. Revisions requested by a Homeowner to correct the Master document header …

FROM:            Village of Sleepy Hollow

TO:                 The Villages at Sleepy Hollow Homeowner’s Association, Inc.

                                * * * * * * * * * * * * * * * * * * * * * * * * * * *

Revision #:       Rev 1 added to the footer to denote recorded change

 

Once amended, the revised minutes were emailed to the Board and posted to the WEB site and Community Bulletin Board. 

 

The minutes were unanimously approved by the Board as revised. 

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and a copy will be put on the Sleepy Hollow WEB site and posted on the Community Bulletin Board.

 

·       Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2017-2018. Officers are chosen by the Board, not the Membership, and are determined by a majority vote of the Board. The results following the voting process are:

2017 Officers

 

President

Robert Holland

Vice President

Joyce Lewis

Treasurer

Kathleen Raffa

Secretary

Karon Dennis

Postponement:

Because of time constraints and the requirement to vacate the meeting room, we were unable to continue with the Board of Director’s meeting. 

 

·       The next scheduled Board of Director’s meeting is May 8, 2017.

 

 

·       Meeting adjourned at 8:15 p.m.

 
 
 
Minutes submitted by Secretary, Karon Dennis
 "APPROVED" watercolor mark denotes Meeting Minutes approved on 15-May-2017 
 
 

2016


Board of Director’s Meeting Minutes
Village of Sleepy Hollow
March 7, 2016
Meeting Location:  Cross Point Church of the Nazarene 
___________________________________________________________________

 

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Marimargaret Reichert, at 8:22 p.m.

 

Directors in Attendance:                                               

Marimargaret Reichert (President), William Weber (Vice President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary) and newly appointed Gail Fykes.

·       Quorum present? Yes

 

Marimargaret acknowledged the Directors and Homeowners in attendance

 

 

President’s Report:

·       Selection of Board Officers: An item of business that the entire assembly should be a part of is the selection of the Officers for 2016 and 2017. We have five (5) board members and each member is elected as a Board Member; then the Board votes to see who is filling those positions – President, Vice President, Secretary, and Treasurer. The current officers have agreed to maintain their existing positions for 2016 and 2017.

 

·       November 9, 2015 Board of Director’s Meeting Minutes: There were no corrections or changes to the meeting minutes. The minutes were unanimously approved by the Board as written. 

o   ACTION ITEM: Karon to redistribute the minutes to all the Board Members.

o   ACTION ITEM: William to add the minutes to the WEB site at http://sleepyhollowmd.com

 

 

Postponement:

Because of time constraints and the requirement to vacate the meeting room, we were unable to continue with the Board of Director’s meeting. Since the assembly did not identify any critical items that needed to be addressed immediately, it was agreed that further discussions of Unfinished and New Business would be deferred until the next Board of Director’s meeting scheduled for May 9, 2016. Robert Holland hand-delivered a package of data to the Board and requested that look at the contents and schedule to discuss the items outlined at the May meeting.

 

 

·       Meeting adjourned at 8:28 p.m.

 

  

·       Minutes submitted by Secretary, Karon Dennis

 

Minutes officially Approved 09-May-2016 at HOA Board of Director’s Meeting

 



 Board of Directors Meeting Minutes

Village of Sleepy Hollow

May 9, 2016

Meeting Location: Cross Point Church of the Nazarene

___________________________________________________________________

 

The meeting was called to order by the President, Marimargaret Reichert, at 6:55 p.m.

 

Directors in Attendance:                                                  

Marimargaret Reichert (President), William Weber (Vice President), Gail Fykes and Karon Dennis (Secretary). Absent: Kathleen Raffa (Treasurer).

·       Quorum present? Yes

 

Marimargaret welcomed the Homeowners in attendance:

·       Robert Holland, Jarvis Cain, Jane Long, Louise Pillars, Dottie Butler, Jason Harman, Richard Reichert and John Warrington.

 

President’s Report:

·       Board Meeting Schedule: Reminder that the Board Meetings have been reduced to four times a year. Next meeting will be in September (12th) followed by November (14th); then the Annual Meeting in 2017.

·       President’s Report Deferred – covered under New Business.

 

Vice President’s Report:

·       WEB Site: Problems we had previously with The Village of Sleepy Hollow WEB site have been corrected. The site has been on-line shortly following the Annual Meeting in March.

 

Architectural Review Board (ARB):

·       Pending Proposal(s): Only one request has been received recently for a driveway expansion and the building of a fence on the property located at 1624 Tarry Town Road.  The request was made by the potential buyers of the property, however, we understand that they have since withdrawn their purchase offer. No further action is required at this time.

 

Secretary Report:

·       Annual Homeowner’s Association (HOA) Minutes: A motion was made by William to approve the March 7, 2016 Draft of the minutes as distributed. Motion was seconded and approved by the Board.

·       March Board of Director’s (BOD) Minutes: A motion was made by Marimargaret to approve the March 7, 2016 Draft of the minutes as distributed. Motion was seconded and approved by the Board.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved on both sets of minutes. Once completed, approved copies will be sent to each Board member and a copy of the HOA BOD minutes will be put on the Community Bulletin Board.

o   Action Item: William to post both sets of minutes on Sleepy Hollow WEB site.

 

Treasurer Report:

·       Monthly Report: In Kathleen Raffa’s absence, Karon reported that the expenses for the month of April were $10,198.26. Balance Sheet shows combined assets in our checking and savings accounts are $287,315.65.  Gail made a motion to approve the finances as presented. Motion was seconded and approved by the Board.

 

Unfinished Business:

·       Concerns were expressed previously by Robert Holland regarding tree replacement. According to the plot, if a tree died we would need to replace it with a like tree. The Board is in possession of The Village of Sleepy Hollow plot plan and is scheduled to meet on May 11th with Gloria Smith at the Wicomico County Planning and Zoning Committee, to discuss, at minimum (a) Is our Plan the same as the approved plan on record; (b) Note that the Musclewood (?) trees in the devil strip along Sleepy Hollow Drive are not showing on our plan; (c) Is there a process to request an amendment in the replacement tree? Report of findings to follow.

o   Robert clarified his concern was that trees would be cut down because there was a sprinkling issue and the trees were thought to be in the way of the sprinkler heads. He went to the City who disclosed that if a tree on the approved plan is cut down, it has to be replaced by another tree (like or unlike, not known). 

o   Marimargaret stated that the Plot Plan has an identifying number of each tree; if a tree dies, we are required to remove and replace it with like tree (Sleepy Hollow down Cross Creek).

·       The packet of recommendations delivered by Robert Holland at the Annual Meeting was reviewed by the Board with the following results:

o   Robert’s Rules of Order. The Board purchased a current copy of the book for reference purposes.

o   Status and Update of the Lawn Contract Review / Pond Maintenance. The Board has requested a meeting with Mark and Gary at Legendary to get (a) their input as far as how they see issues and their suggested resolutions and (b) review their contract which expires December 31st and (c) address frequency of string weeding between the plants. Expect meeting to be scheduled within 30 days. It is noted that there was concern expressed regarding the training of their personnel and the company’s quality control process.

o   Recommended Changes in the By-Laws. The Board reviewed the recommendations and suggested modifications are as follows.

RECORDED BY-LAWS

MODIFY TO:

Article IV Section 1 second paragraph

BOARD OF DIRECTORS: SELECTION; VACANCY; TERM OF OFFICE

 

The Association representation on the Board of Directors shall be based upon the approximate proportional representation among the housing types in the Villages at Sleepy Hollow set forth below. At least two (2) members shall be elected from residents in the single family homes as defined in Article II, Section 12 of these By-Laws. At least two (2) members shall be elected at-large from residents in the combined properties of the cluster homes as defined in Article II, Section 2 and single family 55+ dwelling area as defined in Article II, Section 15. Each representative shall serve as a member of the Association Board of Directors (the “Board”). In addition, there will be at least one (1) representative elected at-large from the community. The total number of directors shall be no more than nine (9). Directors shall be resident homeowners

The Association representation on the Board of Directors shall be based upon ownership and residency in the approximate proportional representation among the housing types in the Villages at Sleepy Hollow set forth below. At least two (2) members of the Board shall be elected from Resident Owner in the single family homes as defined in Article II, Section 12 of these By-Laws (non-age restricted area). At least two (2) members of the Board shall be elected from Resident Owners in the combined properties of the cluster homes as defined in Article II, Section 2 and single family 55+ dwelling area as defined in Article II, Section 15 (e.g., age restricted area). In addition, there will be at least one (1) Resident Owner elected from either area designated as a member-at-large.

 

 

 

Article V Section 2. 

NOMINATION AND ELECTION OF DIRECTORS

 

Election. Election to the Board of Directors shall be by secret written ballot. At such election the Members or their proxies may cast in respect to each vacancy, as many votes as they are entitled to exercise under the provisions of the Declaration. The persons receiving the largest number of votes shall be elected. Cumulative voting is not permitted.

Election. Election to the Board of Directors shall be by secret written ballot. At such election the Members or their proxies may cast in respect to each vacancy, as many votes as they are entitled to exercise under the provisions of the Declaration. The persons receiving the largest number of votes shall be elected. Cumulative voting is not permitted. 

At the time when the vote is to be taken, and the candidates are running unopposed, there is no need for a formal vote. The matter is decided by acclamation or by “unanimous consent.” 

At the time when the vote is to be taken, and the candidates are running opposed, a written vote will be used. Proxy votes will be made by the submitting Resident Owner.

 

Floor discussions to By-Laws changes:

·       Robert’s intent for the recommendations arose as a result of there being a problem getting people on the board. If you needed someone in the age restricted, there may be no one available, but there was someone in the non-age restricted section. Members only attending and talking to those in their respective section having issues; when in fact, the Board represents everybody. What is difference if you are from age or non-age restricted? 

o   Each area is distinctive in their needs and issues. We want to ensure that there is equal representation when a vote is taken. There are significant differences between the age and non-age. 

·       Jason mentioned when making proposed changes to the By-laws it requires 2/3rds of a quorum. Is that the same as an Annual meeting? 

o   Article XIV Section 1 reads: These By-Laws may be amended, at a regular or special meeting of the Members, by a vote of two-thirds (2/3) of a quorum of Members present in person or by proxy.

o   William proposed that given the recommended changes don’t impact our ongoing operations, we can easily hold off for the Annual meeting. 

·       Robert brought to the table that the recommendation regarding the number of Board Members was not addressed. Concern had been expressed in the past having volunteers to do work and having no control of the volunteer. Having a regular volunteer who could be a non-voting board member could give the Board, as a whole, control over that person, i.e. quality control person; perhaps the Board would feel more comfortable if the person was technically on the board and not just someone from the neighborhood. 

o   If someone requests to be on the Board, we could take that under advisement. Marimargaret identified that we have William (Weber) and Richard (Reichert) as coordinators for their respective section and we have authorized them; not sure of where we are in conflict. If an occasion arises, the Board is open to looking at adding another director; we are not opposed to it.  

·       Jason noted that if adding another Director and that member is a voting director, it would create a problem because you have an odd number of directors. The Board has the authority to appoint chair people and the Board has the authority to determine what that chairperson can do, so another Board person is not necessary; do it with chairs.

o   Marimargaret concurred that the position would have to be a non-voting position. Having a Chairperson gives them the power and support of the Board. 

o   Action Item:  Amendments to the By-Law will be put on hold and addressed at the next Annual Meeting.

 

New Business:

·       New Method of Making Geese Uncomfortable (unable to cover in March 7th meeting): 

Jason Harman requested the Association look into adding more cut-out fox/dogs silhouettes on the front pond to help temper the geese. He purchased a cut-out fixture that moves. Since installation, there have been no geese in his back yard. Robert’s silhouettes are working also. Some people are saying the fixtures are keeping the mallard ducks from coming to the pond. It does not appear that the silhouettes affect the mallard ducks. Biggest concern is that kids in the neighborhood walking to buses and residents have to walk on sidewalks/streets that are covered with feces. Would like to see something done to prevent geese from getting on the streets and sidewalks. Perhaps the Board would consider purchasing some silhouettes or have Robert build figures for cost/materials and put them at the entrance sidewalks.

§ They have to be moved frequently – who does that? 

§ If they are put at Pemberton Road, they will be stolen.

Board’s position: We didn’t think it was a Board issue because not everyone lives on the pond.

§ It’s not whether you live on the pond or not. Residents from all over the community walk those front sidewalks. Agreed that if this is the criteria, the only pond that would be eligible for the figures would be Pond #1.

William spoke about another fixture he had seen that was a fabric covered eagle that spun in the wind. It was noted the more sophisticated the unit, the more costly, and the more likely it would be stolen.

Marimargaret requested Robert to submit a proposal to build fox/dog silhouettes with a recommendation on how many would be needed, where they would be placed and who would be taking care of them.

 

·       Community NewsletterJane Long, Committee Chairperson, spoke to the mission of the Newsletter Committee – group of homeowners that want to do something that will be our community together and get people involved. A community newsletter is the first step. It’s name was selected at the first meeting – The Clocktower Times. Ideas for some committees (newsletter sections) that have been suggested are:

 

Newsletter Components

 

Welcome | Welcome Committee

Welcome new residents with a basket of goodies and/or things to know.

Safety

If resident requests, a person or persons can ride around the development to check out their property while you are gone on vacation; check the house several times a week and perhaps once do a walk around.

Social Events

Wine and cheese party

Architectural Review Board News

Committee already in place

“Did you know?

 

Government Issues

Reminder to vote in upcoming election(s)

Community Interests

Salisbury and local activities

Frequently Asked Questions

 

Community Business Directory

 

 

(a)   If the Newsletter is sent electronically, we ask the Board to provide us access to the HOA email addresses.

(b)   If the Newsletter mailed, we ask the Board to fund the project to cover the printing cost, since the Newsletter is for the community.

Next meeting is May 11th – invited anyone to sign up to participate.

 

Questions:

o   Jason stated that the suggestion on house watching should be totally eliminated; opening up the Board for a liability position if you are offering to watch people’s homes.

§ It’s been done at the Village of Tony Tank for the last couple of years and doing well. Spoken with safety person there; hasn’t been any problems.

o   Marimargaret disclosed that Sleepy Hollow had a one-page newsletter before with an annual printing cost of $400. Newsletter was not mailed, but delivered via door hanger. Liked the ideas presented, however, thought the Committee would be soliciting advertising and that money would pay for the printing. There is no money allocated in this year’s budget for this project, nor is there another fund to draw from. However, we could look at it for next year’s budget. 

o   Jason expressed problems with just doing electronically – low percentage of addresses available – 30%. Currently we have approximately 50%; Newsletter will also be posted on the Community Bulletin Board. 

o   Electronic distribution allows for multiple pages and no printing costs. Hope that word of mouth will also help with distribution and collection of additional email addresses. Frequency – Not yet known.

o   If no costs involved, the Newspaper Committee has the Board’s blessing.

§ Jason – Board must approve – should approve. Even though there are three (3) Board members on the Committee, there should still be something where the Board has to approve before it is published?  

o   Marimargaret made a motion to approve the formation of a Newsletter Committee, to be chaired by Jane Long. The Newsletter is to be sent electronically, with each distribution subject to Board approval. The motion was seconded and approved by the Board.

 

·       Painting of Clocktower Door: Jane brought forward that our Clocktower door needed painting and that perhaps Robert would be willing to perform the work. Robert agreed to submit a bid to the Board; will also check the Clocktower to see if there is a can of paint inside to identify the color required. If none found, a color closest to its current shade will be used.

 

·       Management of Current Website with Charity Advantage:   We have a three (3) year contract with Charity Advantage (currently in year one). Robert had previously indicated that he would consider managing our website with Charity Advantage. He agreed to take on that responsibility as long as someone instruct him on what is going on and give him the information in order to move forward. Karon made a motion to nominate Robert to be the Webmaster to our current website being hosted by Charity Advantage, with William as our associate to give him access to that site. The motion was seconded and approved by the Board.

 

·       Reserve Fund – Allocation for Sidewalks: Reviewed the Reserve Fund for the allocation of the sidewalks. There was a meeting with a handoff of all the sidewalks by the City. Notes state that each homeowner, regardless of over 55+ or non-age restricted, is responsible for their sidewalks, and repair. (a) The HOA is responsible for the common area sidewalks. (b) Homeowners are responsible for their sidewalks. (c) The City will pay for half of the repairs of our sidewalks when the expense is first approved by the City. Further, William put on record for clarification that the City turned over the common area sidewalks to the HOA. The homeowner still bears responsibility for their sidewalks and the front footage of their property. 

o   Action Item: Board needs to first amend the wording in our Reserve Fund to state the parameters as noted above, and secondly, revisit the cost put aside for repairs to the common area sidewalks.

 

Open Discussion: Homeowner’s concerns/comments

Unless noted otherwise, there was no open discussion with homeowner’s concerns/comments.

 

 

·       Meeting adjourned at 8:08 p.m.

 

 

·       Minutes submitted by Secretary, Karon Dennis.

 

Minutes officially Approved – 12-September-2016 at HOA Board of Director’s Meeting

 



Board of Directors Meeting Minutes

Village of Sleepy Hollow

September 12, 2016

Meeting Location: Cross Pointe Church of the Nazarene

___________________________________________________________________

 

The meeting was called to order by the President, Marimargaret Reichert, at 6:55 p.m.

 

Directors in Attendance:                                                  

Marimargaret Reichert (President), William Weber (Vice President), Gail Fykes and Karon Dennis (Secretary). Absent: Kathleen Raffa (Treasurer).

·       Quorum present? Yes

 

Marimargaret welcomed the Homeowners in attendance:

·       Sue Revelle, Richard Reichert, Tilly Schrader, Edna Griffith, Richard Griffith, Jourdan Alice Kilgour, Jarvis Cain, Louise Pillars, Jane Long, Joyce Lewis, Lorraine Elliott, Carole M. Gable, Thomas Gable, John Warrington, Joyce Burton, Bill Burton, Dottie Butler, Joan White, Stuart Reid, Randi Andersen, Dick Walker, Kathy Walker, Jackie Cassidy, Karen Culver, Refus Combs. [25 present plus one soon-to-be new homeowner who did not sign in]

 

President’s Report:

·       Summary of Meeting with Wicomico County Planning and Zoning: This commission approved the plot plan for our community. At a previous Board meeting, Robert Holland stated that if a tree died that was on the official plan, they must be replaced. Some of the trees have died and were replaced with crepe myrtle because they were a hardier tree that survived well in our environment. The meeting conclusions with the Commission were:

(a) Yes, we do have to replace any tree that is listed on the approved plot plan if it dies;

(b) We do not, however, have to replace them with the same tree. 

 

The musclewood trees that line Sleepy Hollow Drive on both sides that were planted during the initial development of Sleepy Hollow are now quite huge. Depending on what happens moving forward with utility companies, or trucks that drive through to pick up trash, we may need to remove some of them, or trim them back. If removed, we do not have to replace them. Clarification request from the floor – “Do I understand that they are not on the original plot plan and they do not have to be replaced?” Answer: That is correct.

·       Overview of Meeting with Legendary Landscaping: The Board begins their due diligence in May of the year we renew our landscaping contract. One vendor contacted the HOA and a proposal was requested. To date, no bid information has been received from that vendor. The Board requested a meeting with Legendary; we went over all the line items in their contract to validate what we are going to do. 

o   A decision was made to begin a migration plan to replace the annuals in the flower bed at the entrance to Sleepy Hollow. We will transition with more perennials; the bill will be lower and the flowers will return each year.  At first, we may have to enhance the flower bed with some annuals, but not to the extent that we do now.

o   Legendary made other suggestions of ways to beautify; we are still mulling over some of them. 

o   Our goal as a Board is to minimize the homeowner’s assessment but make sure that Sleepy Hollow stays well-groomed and is seen as a beautiful community in which to live.

 

Vice President’s Report:

·       Departure of Vice President: Acknowledgement that Mr. Weber has sold his home and will be leaving Sleepy Hollow.

·       Repairs to the Clocktower: Earlier in the summer Robert Holland painted the door on the Clocktower. When he did that work he discovered there was some water damage on the bottom (3-4 inches) of the door frame. It is the frame itself and also the wood core of the steel door, left to right about 4 inches. The door doesn’t have to be replaced right away, but at some point it will need to be a budgeted item. Temporarily, wood putty or cyclone could be used to prevent further leaking. Flanging to the roof needs repair as well. 

o   Action Item: The Board is currently awaiting a bid from a carpenter to perform these repairs.

 

Architectural Review Board (ARB):

·       Pending Proposal(s): None. Requests for changes have been very light this time of year; only one received for a shed on property on Cross Creek which was approved.

Secretary Report:

·       May Board of Director’s (BOD) Minutes: A motion was made by William to approve the May 9, 2016 Draft of the minutes, as distributed. Motion was seconded by Gail.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and a copy will be put on the Sleepy Hollow WEB site.

 

Treasurer Report:

·       Monthly Report: In Kathleen Raffa’s absence, Karon reported that the expenses for the month of August were $12,225.18 which cover accounting, lawn maintenance and irrigation, electricity and office expenses. The Balance Sheet shows combined assets in our checking and savings accounts at $225,563.78.  There were no questions on the finances as presented. 

 

Unfinished Business:

·       Proposal for Staking Willow Trees: Robert Holland submitted an invoice regarding the three (3) weeping willow trees on the west end of Pemberton Pond. He temporarily staked the three (3) trees. His invoice is for permanent staking and mulch. He had also included ground cover plants and sod, but in researching and talking to other people, it was felt that staking and mulching would be adequate for survival. Cost is $130. A motion was made by Gail to approve the work and expense to stake and mulch the [baby willow] trees. Motion was seconded by William.

o   Action Item: Marimargaret to advise Robert Holland to move forward with approved items in proposal.

 

New Business:

·       Appointment of Interim Vice President: Marimargaret appointed Gail Fykes to replace William Weber as interim Vice President until the annual meeting.

·       Committee Report – Jane Long: 

o   Bookmobile – The first scheduled event was cancelled however, the next Bookmobile event is set for September 30th at the corner of Van Tassel and Clocktower.

o   Veteran’ Day Flag – Solicited name and addresses of veterans so that the Committee can place a flag at their mail box on Veteran’s Day and Memorial Day in recognition of their service.

o   Newsletter – The first edition of the newsletter, The Clocktower Times, has been published. The next committee meeting is September 13th at 5917 Tappan Lane for those interested in getting involved as a member or to write an article.

o   Welcome Committee – Would like to provide a gift to new people who move into Sleepy Hollow. A request was put forward to the Board to provide funding for a welcome gift, estimated at approximately $10 - $15 each.

·       Gail recognized Jane for all the work she has done to promote these new efforts for the community.

·       Overview of Active Board Campaigns – Marimargaret reported on the following Board activities:

o   To provide information about the community and living in an HOA, Kathleen and Karon have drafted a Welcome Letter for new residents. Eight (8) letters have been sent to date with seven (7) other properties pending in various stages of sale (for sale under contract pending settlement □ settled). Potentially there may be 15 new residents by year-end. 

o   Email allows for a means to (a) quickly share community activities and projects and (b) electronically deliver the newsletter to all 174 homeowners. To that end, Kathleen and Karon have implemented another initiative to secure contact information from existing residents whose data is missing or inaccurate. The goal is to continually maintain a Residential Directory with 100% current records.

o   The Board will be developing a Frequently Asked Question (FAQ) booklet that will contain information specific to The Villages at Sleepy Hollow. We solicit and welcome any ideas from new and tenured residents for inclusion in the document. At time of publication, all current residents will receive a copy and it will also be made a permanent part of the Association’s resident package.

·       Although not present, a “thank you” was extended to Robert Holland for taking over the Sleepy Hollow website and being the Lead on the neighborhood website. To differentiate, the Sleepy Hollow HOA website is the one that the Board of Directors responds to. The neighborhood website is a social site where residents can comment on anything, but the Board does not react to the posted comments. The HOA phone or the HOA Website is the avenue to bring issues forward.

Sleepy Hollow HOA Website                                              www.sleepyhollowmd.com

Sleepy Hollow Phone                                                            410-430-9544

Private Social Network for Neighborhood à Nextdoor   http://nextdoor.com

 

Open Discussion: Homeowner’s Concerns/Comments

·       Homeowner’s present brought forward a number of subjects and maters regarding their property and the community in general. A form titled “Lawn/Irrigation Problems/Concerns – Age Restricted Area of the Community” was passed out and completed by those homeowners that had any issues or complaints. Since William is the Landscaping/Irrigation Coordinator for the Age-Restricted area and is leaving the Board, Marimargaret committed to meet individually with each homeowner who documented their concerns. 

·       William reminded the attendees of the page on the HOA website that lists what Legendary does and the approximate dates (week/month) where those activities take place, i.e., pruning, mulching, spraying are all identified there. He also outlined the process to complete a form on the HOA website to report problems / things that you want Legendary to address. There are two (2) forms –Age-Restricted Area and Non-Age Restricted Area

1)     Select the applicable form

2)     Complete by entering your name, address, phone number, and information regarding the issue. 

3)     Finalize by clicking on the <Send> button. An email is automatically sent to the Homeowner’s Association so the problems can be addressed.  

4)     The issue is logged, an email is sent to Legendary on Sunday evening and a copy is put in the Clocktower for their retrieval on Monday morning.

5)     Legendary, in turn, sends comments via text once the issue has been addressed. 

·       Homeowner’s should call Legendary’s office direct if they want to get a proposal for work they want done as an individual homeowner.

·       With the departure of William, Gail accepted the position of Landscaping/Irrigation Coordinator for the Age-Restricted area.

o   Action Item: The Board will provide a listing of what Legendary does and when they do it.

o   Action Item: The Board will check the HOA phone to ensure it is working properly.

 


·       Meeting adjourned at 8:08 p.m.

 

 

·       Minutes submitted by Secretary, Karon Dennis.

 

Minutes officially Approved – 10-October-2016 at HOA Board of Director’s Meeting

 



Board of Directors Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 10, 2016

Meeting Location: Cross Pointe Church of the Nazarene

 

______________________________________________________________

The meeting was called to order by the President, Marimargaret Reichert, at 6:58 p.m.

 

Directors in Attendance:                                                  

Marimargaret Reichert (President), Gail Fykes (Vice President), Kathleen Raffa (Treasurer), Karon Dennis (Secretary) and Stuart Reid

·       Quorum present? Yes

 

Marimargaret welcomed the Homeowners in attendance:

·       Jane Long, Karen Culver, Louise Pillars, Carol Ann Wright, Stuart Reid, Ann Christensen, Wendy Bailey, Jarvis Cain, Joan White, Howard Bowens, Robert Holland, Suzanne Alexander, Len Johnson. [13 present]

 

President’s Report:

·       Summary of Resident Requests through the HOA: For the month of September, two (2) requests were made by phone; six (6) were received at the September Board of Director’s meeting and another one by phone. BOD is keeping a record of all reported issues in a database to better see what is going on and to be more proactive. Each individual request is sent by email to Legendary on Sunday evening so they can addressed on Monday (or the day lawns are mowed). Total for September: Nine (9).

·       Introduction of New Board Member, Stuart Reid: With the departure of William Weber, Marimargaret welcomed Stuart Reid as the new member of the Board. Stuart’s term will expire in 2019.

 

Vice President’s Report:

 

Architectural Review Board (ARB):

·       Pending Proposal(s): One. Gail reported on one request to build a 12’ x 14’ sunroom adjacent to the existing deck at the back of home located at 6085 Bell Creek. Proposal was approved contingent upon confirmation that a building permit has been issued by the City.

 

Secretary Report:

·       September Board of Director’s (BOD) Minutes: Noted it’s the first time that Board of Director minutes were sent electronically to the Homeowner’s Association Membership. A motion was made to approve the September 12, 2016 Draft of the minutes, as distributed. Motion was seconded by Kathleen and unanimously approved.

o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and a copy will be put on the Sleepy Hollow WEB site.

 

Treasurer Report:

·       Monthly Report: Kathleen reported that the expenses for the month of September were $10,393.80 covering lawn maintenance, Post Office Box rental and the replacement lawn irrigation heads. Delmarva Power bills are outstanding but should run close to $500 bringing the expenses to approximately $10,800. The Balance Sheet showed combined assets in our checking and savings accounts at $210,198.15 (BOD Checking $1,006.50; Money Market Bank of Delmarva [operating account] $29,894.99; Reserve Fund CD at First Shore Federal $123,336.76 and Checking $55,959. 90 [money drawn from to reimburse Legendary to pay irrigation work]). There were no questions on the finances as presented. 

·       2017 Budget: Kathleen reviewed next year’s budget, line-by-line, highlighting the changes to general expenses in an effort to lower annual assessments to the homeowners. The new 3-year lawn maintenance contract bore a slightly higher cost. Assessment comparison …

Dues Assessment

2016

2017

Age Restricted (90 homes)

$1,316

$1,337

Non-Age Restricted (84 homes)

$   406

$   393

A motion was made to accept the budget. Motion was seconded by Stuart and unanimously approved by the Board.

o   Action Item: Board of Directors to schedule a review of the Reserve Fund analysis to ensure we are adequately budgeting sufficient funds to cover asset replacement, expected repair and life of each asset to comply with Section 8. Reserve Budget and Capital Contribution of the Declaration of Covenants, Conditions and Restrictions.

 

Unfinished Business:

·       Lawn Maintenance and Irrigation Issues: Stuart agreed to be the liaison between the Board and Legendary Landscaping. Will address services rendered and potential resolutions. There were a total of nine (9) issues submitted as a result of discussions held at the September HOA BOD meeting. 

·       Legendary Landscaping, Inc. Contract: The new three year lawn maintenance contract was presented to the Board. A motion was made to accept the contract with the contingency that Stuart Reid will have an appointment with Gary and Mark Lynch at Legendary to review the contract and the responsibility that Legendary has to our Age-Restricted area, because the common areas are not an issue. Motion seconded by Gail and unanimously approved by the Board.

 

New Business:

·       2017 Board of Director’s Meetings: The next meeting is in March 13th (Annual Meeting). Total number of meetings for 2017 have been reduced from four (4) to three (3) because of previous lack of membership attendance and to reduce meeting room costs. Meetings dates are in the Annual Meeting packet (distributed in January), the Sleepy Hollow Web Site, in The Clocktower Times newsletter and on the Community Bulletin Board. Attendees applauded the recent use of signage to remind homeowners of an upcoming HOA meeting. The Board stated that they do hold working sessions periodically outside of regular meetings intended for information gathering and general discussion, but not decision making. There is no board action taken during working sessions; no votes by the Board.

·       Board Representation: There is one open Board position to fill. Volunteers to the Board are welcome. We currently have four (4) members with the departure of William Weber, but can have up to nine (9). 

·       Snow Removal: Question from the floor on clarification of snow removal – Does the City do it or do we hire someone? Legendary is responsible for the sidewalks in the common areas. The City does the streets, no sidewalks. City’s priority is inner City first, then the outlying areas. Sleepy Hollow is one of the last developments to get plowed.

·       Committee Report – Jane Long: 

o   Veteran’s Day Flag – Revealed the flag that will be displayed on Veteran’s Day and Memorial Day in recognition of a homeowner’s service. Eight veterans will be recognized on November 11th.

o   Sleepy Hollow Mug – Showed the sample of a Sleepy Hollow mug that was made by Etch Art. Cost is $8 plus tax ($8.48). Jane can place an order, or homeowners can order direct through Etch Art.

·       Lawn/Irrigation Issue: A homeowner presented concerns regarding the recent flooding and runoff from Tarry Town Road and water that backs up into catch basins making breeding ground for mosquitos. After discussions regarding this occurrence and the storm water retention pond near Bell Creek, Marimargaret instructed the homeowner to initiate a request via the Web site so the Board could investigate the issue further and resolve as quickly as possible.

·       Resignation of Board Member: After five (5) years on the Board, Marimargaret tenured her resignation as Board President effective immediately (October 11, 2016). Marimargaret was thanked for her achievements and hard work on behalf of the homeowner’s association. 

o   The Board acted on the tendered resignation by accepting same unanimously and appointed the Vice President, Gail Fykes, as the President. 

o   Gail accepted the appointment until the annual meeting scheduled for March 2017, leaving a position on the Board open (At-Large seat expires 2019).

o   After much discussion, Carol Ann Wright volunteered and the Board accepted her to fill the open director’s seat and unexpired term of the At-Large position. Brings the Board of Director positions total to five (5).

§ Two (2) Age-Restricted: Stuart and Karon

§ Two (2) Non Age-Restricted: Gail and Kathleen

§ One (1) At-Large: Carol Ann

 

Open Discussion: Homeowner’s Concerns/Comments[See New Business section]

 

·       Meeting adjourned at 8:37 p.m.

 

 

·       Minutes submitted by Secretary, Karon Dennis.

·       Minutes officially Approved – 13-March-2017 at HOA Board of Director’s Meeting